Fleet Administration Specialist

Allegiance Crane & Equipment; Webster (TX); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Dental insurance

Disability insurance

Flexible spending account

Health insurance

Life insurance

Paid time off

Vision insurance

Job summary

Allegiance Crane & Equipment in Clear Lake, TX is seeking a Fleet Administration Specialist to join our corporate team. You will administer and coordinate motor vehicle fleet operations, maintain vehicle records, insurance, and regulatory filings, reporting to the Director of Asset Management.

Applications accepted from local candidates only. The role involves DOT compliance, asset tagging, and monthly reporting across branches, with exposure to NexGen and Enterprise systems.

Qualifications

• Must have strong attention to detail and accuracy.
• Experience in data entry and purchase orders.
• Familiarity with DOT licensing requirements helpful.
• Ability to multitask and learn new software quickly.
• Proficiency in accounting principles.

Responsibilities

• Maintain a database of all maintenance capex expenditures.
• Create and communicate all capexPO’s, process receivers, and work with AP on any necessary adjustments.
• Match fuel receipts to fuel card transactions, investigate discrepancies, ensure accurate GL coding, and support month-end-reconciliation of fleet fuel expenses.
• Maintain the database for all equipment and vehicles for insurance purposes.
• Obtain and track all titles, Bill of Sales, and MSO’s for incoming equipment.
• Ensure all certifications and documentation is received for all new equipment. Maintain an electronic file for these documents.
• Assign new asset numbers for new equipment.
• Purchase Orders for new assets.
• Assist with the monthly reporting to the branches.
• Maintain Rate of Return file – including all new assets and budgeting information.
• Work with Fleet Maintenance to ensure DOT and licensing requirements are met for fleet.
• Utilize Enterprise for maintenance issues.
• Add new assets to NexGen, ensure the proper location is being utilized, and assist with other conversion needs when necessary.

Skills

Attention to detail

Interpersonal skills

Data entry accuracy

Purchase orders

DOT licensing knowledge

Software transitions

Accounting principles

Multitasking

Tools

NexGen

Enterprise

Excel

Job description

Allegiance Crane & Equipment is a leader in the crane industry and currently seeking a Fleet Administration Specialist to join our corporate team in the Clear Lake area. This position will assist in administering and coordinating motor vehicle fleet operations and prepare and maintain accurate records of vehicles, insurance, and required regulatory filings and reporting and will report to the Director of Asset Management.
Applications accepted from local candidates only.

Responsibilities

• Maintain a database of all maintenance capex expenditures
• Create and communicate all capexPO’s, process receivers, and work with AP on any necessary adjustments
• Match fuel receipts to fuel card transactions, investigate discrepancies, ensure accurate GL coding, and support month-end-reconciliation of fleet fuel expenses.
• Maintain the database for all equipment and vehicles for insurance purposes
• Obtain and track all titles, Bill of Sales, and MSO’s for incoming equipment
• Ensure all certifications and documentation is received for all new equipment. Maintain an electronic file for these documents
• Assign new asset numbers for new equipment
• Purchase Ordersfor new assets
• Assist with the monthly reporting to the branches
• Maintain Rate of Return file – including all new assets and budgeting information
• Work with Fleet Maintenance to ensure DOT and licensing requirements are met for fleet
• Utilize Enterprise for maintenance issues
• Add new assets to NexGen, ensure the proper location is being utilized, and assist with other conversion needs when necessary

Skills, Knowledge, and Abilities

• Strong attention to detail and a commitment to accuracy.
• Strong interpersonal skills required to collaborate effectively across various branches and departments.
• Experience in roles demanding accuracy in data entry.
• Experience with purchase orders
• Familiarity with DOT and licensing requirements helpful
• Capability to quickly learn new software applications and facilitate smooth transitions during software conversions or upgrades.
• Proficiency in accounting principles
• Must have the ability to multitask

Physical Requirements

Must be able to sit at a computer, read computer screen, and input information for long periods of time. Sharing office space is a possibility. Some light travel could be required. Must be able to move about office as needed. Must be able to lift up to 5 pounds.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Allegiance Crane & Equipment is an EEO Employer.