Fleet Administrative Coordinator

Aquent; New York (NY); On-site; USD 52,000 - 75,000; Full time

Job summary

Aquent is seeking an organized administrative professional to support fleet operations in New York. You will manage full-lifecycle fleet documentation, registrations, and compliance, ensuring vehicles are ready to meet mission requirements and coordinating with vendors and internal teams.

The role emphasizes meticulous record-keeping, data tracking in FleetWave and Excel, and collaboration with municipal offices to maintain regulatory compliance.

Qualifications

• High school diploma required; associate degree preferred.
• Strong Excel skills for data management, tracking and reporting.
• Direct experience with fleet management databases and vehicle documentation.

Responsibilities

• Process vehicle registrations, titles, permits, and licensing.
• Coordinate vehicle deliveries, drop-offs, and pick-ups with vendors and teams.
• Log maintenance records and status updates in fleet software and Excel.
• Serve as main contact for external mechanics, dealerships, and internal support.
• Provide administrative support for audits and vendor billing reconciliation.

Skills

Excel proficiency

FleetWave

Vehicle registrations

Government compliance

Organizational skills

Education

High school diploma

Associate degree preferred

Tools

Fleet management software

Job description

Join a leading organization that provides essential services, impacting the daily lives of countless individuals. We are seeking a highly organized and proactive professional to become the administrative backbone of our critical fleet operations. As a vital member of our team, you will ensure the seamless compliance and logistical coordination of our extensive vehicle fleet, directly contributing to the efficiency and reliability of our services. This role offers the opportunity to make a significant impact by maintaining the operational readiness of our vehicles, supporting essential infrastructure, and collaborating with diverse stakeholders through our partnership with Aquent.

About the Role

Are you a detail-oriented operational professional with hands-on experience in vehicle documentation, fleet compliance, and vendor coordination? We are seeking an energetic, proactive individual to manage full-lifecycle fleet documentation, vehicle deliveries, and compliance operations. You will be instrumental in ensuring our vehicles are always ready to support our mission, maintaining meticulous records, and facilitating smooth logistics.

Key Responsibilities

• Process vehicle registrations, titles, permits, and licensing, including travel to municipal and government offices as required to maintain full fleet compliance.
• Coordinate vehicle deliveries, drop-offs, and pick-ups between vendors, internal teams, and off-site facilities.
• Log and track all maintenance records, vehicle status updates, and operational data within fleet management software and Microsoft Excel.
• Serve as the primary point of contact for external mechanics, dealerships, and internal customer support teams.
• Provide administrative support for financial audits, vendor billing reconciliation, and scheduled preventative maintenance logs.

Required Qualifications

• High school diploma required; Associate degree preferred.
• Strong proficiency in Microsoft Excel (data management, tracking, reporting) and Microsoft Office Suite.
• Direct experience utilizing FleetWave or similar fleet management databases.
• Proven experience handling high-volume vehicle registrations, titles, permits, and licensing.
• Strong working knowledge of local government procedures, forms, and compliance requirements related to vehicle fleets.
• Exceptional organizational skills and meticulous attention to detail, with the ability to manage high-volume paperwork accurately under tight deadlines.

Desired Skills

• Prior administrative experience in an automotive dealership, commercial rental company, or transport/logistics hub.
• Direct experience coordinating off-site garage facilities and vendor agreements.