Fleet Administration Specialist

Superior Plus Propane; Northbridge (MA); Hybrid; USD 58,000 - 73,000; Full time

Job summary

Superior Plus Propane in Massachusetts seeks a Fleet Administrator to maintain vehicle records, onboard new units, and manage fleet data across Holman, Samsara, and licensing portals.

The role includes fuel card administration, reporting, and vendor support, with emphasis on accuracy, compliance, and documentation of processes. This is a newly created position with competitive benefits and incentives.

Qualifications

• High school completion required; associate degree or equivalent preferred.
• Minimum three years of related fleet administration or similar operational support experience.
• Experience with fleet systems, telematics, fuel card platforms; proficiency in MS Office.
• Knowledge of vehicle records, licensing, and fleet reporting processes.

Responsibilities

• Maintain vehicle master records in fleet management systems.
• Support new vehicle onboarding with documentation and setup.
• Administer fleet data in Holman, Samsara, fuel card platforms, licensing portals.
• Administer fuel card issuance, replacement, suspension, termination, and driver PIN processes.
• Prepare and distribute recurring fleet reports.
• Support vendor administration activities including setup, invoicing, and payments.
• Document recurring administrative processes and support the development of SOPs and templates.

Skills

Fleet administration

Vendor management

Documentation

Communication

Education

High school diploma

Associate degree in Business/Related field

Tools

Holman

Samsara

Fuel card platforms

WEX

Petro-Canada

Microsoft Excel

Outlook

Word

Job description

What you’ll do:

• Maintain accurate and complete vehicle master records in fleet management systems, including unit number, VIN, location, ownership, status, asset type, license information, fuel card information, and related documentation
• Support new vehicle onboarding by coordinating required documentation, system setup, licensing readiness, fuel card administration, telematics coordination, and in-service administration
• Administer fleet data in systems such as Holman, Samsara, fuel card platforms, licensing portals, and other fleet-related applications
• Administer fuel card issuance, replacement, suspension, termination, and driver PIN processes
• Prepare, maintain, and distribute recurring fleet reports including vehicle lists, fuel reports, mileage reports, sold vehicle lists, licensing status reports, exception reports, and other operational reporting
• Support vendor administration activities including vendor setup, documentation, invoice review, invoice coding, and payment support
• Document recurring administrative processes and support the development of fleet SOPs, checklists, templates, and process maps

What you bring:

• High school completion required. Community college diploma or equivalent training in Business Administration, Transportation, Logistics, Fleet Management, Accounting, or a related field is preferred
• Minimum three (3) years of related experience in fleet administration, transportation administration, asset administration, compliance administration, equipment administration, or a similar operational support role.
• Experience working with fleet management systems, telematics systems, fuel card platforms, Microsoft Excel, Outlook, Word, and shared document repositories. Experience with Holman, Samsara, WEX, Petro-Canada, or similar platforms is an asset.
• Working knowledge of vehicle records, licensing, registration, inspection documentation, fuel administration, vendor invoices, and fleet reporting processes.

Salary:

$58,300 - $72,500 annually (based on skills, experience, qualifications, and geography).

Eligible employees may earn performance-based incentives and have access to comprehensive benefits and retirement plans with matching contributions.

This posting is a for a newly created position. We do not use AI tools in the selection process and do not request pay history.