Fleet Administrative Coordinator

Quest Oracle Community; Maumelle (AR); On-site; USD 42,000 - 56,000; Full time

Job summary

Summit Utilities, Inc. is seeking a Fleet Administrative Coordinator (SGL2) based in Maumelle, AR to support the Director of Fleet and Facilities and other leaders.

The role covers phones, scheduling, calendar management, filing, document creation, and coordinating vendors and fleet-related tasks. Must have a high school diploma or GED with 1 year in a corporate administrative role; experience with SAP, Oracle, ARI/Holman and data analysis is preferred.

Qualifications

• High school education or GED; some college preferred.
• 1 year in a corporate administrative role with front desk responsibilities; fleet experience preferred.

Responsibilities

• Assist Fleet Department by maintaining all Fleet files and the Fleet file room.
• Keep Fleet data up to date in SAP, SharePoint, and related systems.
• Coordinate staff and meetings; answer phones and schedule appointments.
• Handle mail, memos, invoices, and reports; file and retrieve documents.
• Assist with purchasing, receiving, distribution, and divestiture of fleet vehicles.
• Track preventive maintenance, recalls, and fuel/vehicle records; support Jira tasks.

Skills

Data analysis

Microsoft Office

Customer service

Attention to detail

Education

High school or GED

Some college

Tools

SAP

Oracle

ARI/Holman

Job description

Summit Utilities

Join our growing team and discover why Summit Utilities, Inc. continues to earn national and regional recognition as an employer of choice. Our recognitions include Best Places to Work in Maine (20192025); Best Places to Work in Arkansas (2020, 2023, 2025); Best Places to Work in Oklahoma (20222025); Best Places to Work in Missouri (2023 and 2026); Best Places to Work in Colorado (2025); Forbes America's Best Small Employers (2023); and, most recently, Proud and Purposeful Employer (2026). Summit is a growing natural gas utility providing safe, reliable, and clean burning natural gas service to homes and businesses in Arkansas, Colorado, Maine, Missouri, Oklahoma, and Texas. Being part of the Summit team means embracing excellence and innovation, committing to safety each and every day, and doing all that we can to serve each other, our customers, and the communities where we live. We aim to bring warmth and energy to everything we do.

We’re excited to announce a Fleet Administrative Coordinator (SGL2) opening based in Maumelle, AR!

POSITION SUMMARY

The core duties and responsibilities of this Fleet Administrative Coordinator role within our Fleet department will support the Director of Fleet and Facilities, and others within leadership of the department. The job duties can vary widely, not just from job to job but from day to day. This administrative role may perform a variety of tasks, such as answering phones, scheduling appointments, maintaining calendars, scheduling, and coordinating staff and meetings. Sort and distribute mail, prepare communications, such as memos, emails, invoices, reports, and other correspondence. Write and edit documents, letters, and reports. Create and maintain filing systems, both electronic and physical, as well as managing accounts and vendors associated with Fleet.

PRIMARY DUTIES AND RESPONSIBILITIES

• Assist Fleet Department by maintaining all Fleet files and the Fleet file room.
• Keep all Fleet data up to date in all our systems, including, but not limited to: GPS software, fuel card and maintenance vendor systems, Fleet SharePoint, and SAP.
• Notify and collaborate with EHS&T to resolve safety issues as they arise and communications regarding any motor vehicle violations and incidents.
• Assist with filing DOT 2290 forms and MCS 150 forms.
• Assist with all shipping and receiving tasks for the Fleet Department.
• Assist with purchase requests, acquisitions, receiving, distribution, and divestiture of fleet vehicles.
• Manage pool car maintenance, pool car reservations, and fuel PIN requests.
• Weekly inspection of pool vehicles at Maumelle office. Each unit should be started, driven, verify that the registration and stickers are current, and that the fuel card and insurance card are easily accessible in the vehicle, so it is ready for a reservation.
• Support with maintenance of pool cars at remote offices, as needed.
• Assist with all tasks associated with receiving, reviewing, filing, and distributing information for all Fleet vehicles.
• Assist with DOT and IFTA data requests and filing of related documentation.
• Coding of expenses, as needed.
• Maintain driver changes from SharePoint inventory list to all other Fleet Management systems.
• Track completion of all vehicle and equipment Preventive Maintenance and report monthly to Fleet Management.
• Track all recalls, notify drivers of repairs needed, and report monthly to Fleet Management.
• Manage Fleet Jira tickets by assigning proper team members and ensuring completion and quality customer service.
• Provide backup coverage for Facilities ticket coordination as needed for coverage.
• Work on projects, as assigned.
• Other clerical job duties as assigned or requested.

EDUCATION AND WORK EXPERIENCE

• High school education or GED. Some college preferred.
• 1 years' experience in a corporate environment as an administrative assistant with front desk reception responsibilities. Corporate Fleet experience is preferred.

KNOWLEDGE, SKILLS, ABILITIES

• Maintain confidential information.
• Prior experience with SAP, Oracle, and ARI/Holman.
• Past work experience with data analysis is highly preferred.
• Exhibits adaptability by maintaining effectiveness in varying environments and with many different tasks, responsibilities, and people.
• Demonstrates a high level of dependability and reliability exhibited by being punctual and fulfilling all commitments.
• This role is very data-heavy, so the ideal applicant would be proficient with Microsoft Office tools including Word, Excel, PowerPoint, and Outlook.
• Exhibits attention to detail and a positive attitude.
• Must exhibit a professional personal appearance and professional communication when dealing with customers, employees, contractors, and vendors.
• Demonstrates a willingness to learn new skills, work independently, and prioritize tasks.

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and/or skills required of all personnel so classified.

Summit offers competitive pay and medical/dental/vision and other benefits that provide flexibility, choice, and support to our employees when they need it most. We understand that home and family are essential pieces of your life, and our benefits are designed to support you both at work and at home.

Summit Utilities, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or protected veteran status and will not be discriminated against on the basis of disability or veteran status.

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