Fleet Administrative Coordinator

Aquent; New York (NY); On-site; USD 33,000 - 39,000; Full time

Job summary

Skill is seeking a Fleet Administrative Coordinator to manage full-lifecycle fleet documentation, vehicle deliveries, and DMV compliance operations out of our Astoria, NY location. You will oversee vehicle distribution, maintain accurate records in FleetWave and Excel, and coordinate with vendors, municipal offices, and internal departments.

This in-office role offers a 6-month contract-to-hire arrangement, a schedule Monday–Friday, 7:00 AM–3:30 PM, with mandatory overtime as needed.

Qualifications

• Education: Associate degree preferred; high school diploma required.
• Strong proficiency in Microsoft Excel and Microsoft Office Suite.
• Direct experience using FleetWave or similar fleet management databases.
• Experience handling high-volume vehicle registrations, titles, permits, and licensing.
• Knowledge of local DMV procedures and compliance requirements.
• Ability to manage large volumes of paperwork under tight deadlines.

Responsibilities

• DMV & Compliance Management: process vehicle registrations, titles, permits, and licensing; travel to offices as needed.
• Vehicle Logistics & Distribution: coordinate deliveries, drop-offs, and pickups between vendors and internal teams.
• Fleet Management System Oversight: log maintenance, status updates, and data in FleetWave and Excel.
• Vendor & Stakeholder Relations: serve as primary contact for mechanics, dealerships, and internal support.
• Finance & Reporting Support: assist with vendor billing reconciliation and audits.

Skills

Excel

Office Suite

FleetWave

Documentation

DMV procedures

Education

Associate degree preferred

High school diploma required

Tools

FleetWave

Job description

Fleet Administrative Coordinator / Clerical Assistant – Fleet Services

Location: Astoria, NY (11105) — Fully In-Office

Pay Rate: $24.00 – $28.00 / hour

Schedule: Monday – Friday | 7:00 AM – 3:30 PM (Mandatory OT as needed)

Position Type: 6-Month Contract-to-Hire (Extension & FTE Conversion based on performance)

Start Date: ASAP

About the Role

Are you a detailed-oriented operational professional with hands-on experience in vehicle documentation, fleet compliance, and vendor coordination? We are seeking an energetic, proactive Fleet Administrative Coordinator to manage full-lifecycle fleet documentation, vehicle deliveries, and DMV compliance operations out of our Astoria, NY location.

In this role, you will be the administrative backbone of our fleet operations—managing vehicle distribution, maintaining record accuracy within our fleet management software (FleetWave), and liaising directly with vendors, municipal offices, and internal departments.

Key Responsibilities

• DMV & Compliance Management: Process vehicle registrations, titles, permits, and municipal licensing. Travel locally to municipal and DMV offices as required to keep fleet vehicles fully compliant.
• Vehicle Logistics & Distribution: Coordinate vehicle deliveries, drop-offs, and pick-ups between vendors, internal teams, and off-site parking facilities.
• Fleet Management System Oversight: Log and track all maintenance records, vehicle status updates, and operational data inside FleetWave and Excel spreadsheets.
• Vendor & Stakeholder Relations: Act as the primary point of contact for external mechanics, dealerships, and internal customer support.
• Finance & Reporting Support: Support administrative financial audits, vendor billing reconciliation, and scheduled preventative maintenance logs.

What You’ll Need (Required Qualifications)

• Education: Associate degree preferred; high school diploma required
• Software Proficiency: Strong proficiency in Microsoft Excel (data management, tracking, reporting) and Microsoft Office Suite.
• Fleet Platform Experience: Direct experience utilizing FleetWave or similar fleet management databases.
• Documentation Expertise: Proven experience handling high-volume vehicle registrations, titles, permits, and licensing.
• Hands-on Compliance: Strong working knowledge of local DMV procedures, forms, and compliance requirements.
• Organization & Detail: Ability to manage high-volume paperwork with meticulous accuracy under tight deadlines.

Nice to Have

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

Interview & Application Process

• Round 1: Initial Screening & Technical Skill Assessment (Virtual)
• Round 2: In-Person Interview & Fleet Assessment

About Skill

Skill connects the best professional, IT, engineering, financial and administrative talent with the world’s biggest brands. Our eligible talent get access to benefits such as health benefit contributions, retirement plans with match and flexible spending accounts.

Skill is an equal-opportunity employer. We evaluate qualified applicants without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. We’re about creating an inclusive environment-one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.