Fleet Administration Specialist

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

Job summary

Superior Propane Inc. is seeking a Fleet Administration Specialist to support compliant and efficient fleet operations. You will work with fleet managers, operations, finance, procurement, safety, and external providers to maintain records and coordinate onboarding for new vehicles.

The role emphasizes data accuracy, reporting, and vendor coordination, with a focus on safety and zero-harm practices. Flexible hybrid work options are available and compensation is competitive.

Qualifications

• Minimum three years of related fleet administration experience.
• Experience with fleet management systems and telematics.
• Proficiency in Microsoft Excel/Outlook/Word and vendor invoice processes.

Responsibilities

• Maintain accurate vehicle master records in fleet systems (unit number, VIN, location, ownership, status).
• Support new vehicle onboarding including documentation, licensing, and telematics setup.
• Administer fleet data in Holman, Samsara, fuel card platforms, licensing portals, etc.

Skills

Fleet management systems

Telematics systems

Fuel card platforms

Microsoft Excel

Outlook

Word

Shared document repositories

Education

High school completion

Diploma in Business Administration/Transportation/Logistics or related field

Tools

Holman

Samsara

WEX

Petro-Canada

Job description

The Fleet Administration Specialist works closely with Fleet Managers, Operations, Finance, Procurement, Safety, external service providers, government agencies, fleet management providers, technology vendors, and regional stakeholders to support compliant, efficient, and timely fleet operations across the organization.

What we will offer you:

Culture:

Join a supportive and inclusive work environment where teamwork, respect, and open communication are at the core of everything we do.

Opportunity:

A continuous focus on professional development with many opportunities for training & career growth.

Health & Wellness:

Competitive health benefits right from the start including health & wellness spending accounts & maternity leave top-up. Access our employee assistance program for confidential counseling, mental health support, and various resources to help you navigate life’s challenges.

Competitive Compensation:

We offer a highly competitive salary package, ensuring that your hard work and dedication are recognized and rewarded accordingly.

Flexibility:

We understand the importance of work-life balance, we offer flexible hybrid work options to help you manage your personal and professional commitments.

Technology:

Work with state-of-the-art tools and technologies that empower you to excel in your role and stay at the forefront of industry trends.

Safety Focused:

We care about you and have committed to a zero-harm workplace.

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.

$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.