Fleet Administrator

Moffitt Services; Cypress (TX); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) match

Job summary

Moffitt Services, based in Texas, is seeking a Fleet Administrator to manage records for vehicles and equipment and to maintain fleet data in Fleetio. This on-site role requires precise data handling and strong coordination across departments.

Ideal candidates will have prior administrative or fleet-support experience, proficiency with Excel, and the ability to manage multiple tasks in a fast-paced environment. Relocation is not offered and on-site work is required in Cypress, TX.

Qualifications

• Experience in administrative, clerical, data-entry, or fleet support roles preferred.
• Strong computer, data-entry, organizational, and time-management skills.
• Proficiency with Microsoft Office, particularly Excel, Outlook, and Teams, preferred.

Responsibilities

• Maintain records for vehicles, trailers, heavy equipment, and other fleet assets.
• Enter, update, and audit asset information in Fleetio and other systems.

Skills

Data entry

Organizational skills

Communication

Multitasking

Attention to detail

Education

High school diploma

Tools

Fleetio

Microsoft Excel

Job description

Moffitt Services is a Texas-based fuel and lubricants distributor that is committed to providing quality fuels, lubricants, and superior service to customers that operate heavy equipment, generators, automotive and truck fleets, and more. We offer ultra-low sulfur diesel for on-road and off-road use, biodiesel, Diesel Exhaust Fluid (DEF), gasoline, ethanol, E85, and kerosene as well as a full line of quality lubricants. Since 1947, the Moffitt brand has been synonymous with great service, and we encourage you to see why our customers prefer us over our competitors.

As we continue to expand our operations, we are actively seeking a Fleet Administrator.

Essential Duties and Responsibilities:

• Maintain accurate records for vehicles, trailers, heavy equipment, and other fleet assets.
• Enter, update, and audit asset information in Fleetio and other company systems.
• Review Fleetio data and work orders for completeness, accuracy, and timely closure.
• Follow up with mechanics, shop personnel, vendors, and other departments regarding missing or incomplete information.
• Monitor preventive maintenance schedules, upcoming services, overdue PMs, inspections, and recurring requirements.
• Assist with PM scheduling, completion tracking, and documentation.
• Maintain electronic and physical records including maintenance files, inspections, invoices, receipts, warranties, recalls, registrations, permits, titles, and insurance documentation.
• Track expiration dates and notify Fleet leadership of upcoming renewals or compliance deficiencies.
• Review fleet-related invoices for accuracy and supporting documentation; ensure costs are assigned to the correct asset and category.
• Assist with vendor communications, outside repairs, estimates, service records, invoices, and documentation.
• Prepare and maintain fleet reports, spreadsheets, dashboards, trackers, and performance metrics.
• Assist with tracking PM compliance, work-order aging, fleet downtime, maintenance spending, asset utilization, availability, and documentation compliance.
• Support DOT, FMCSA, state, and company fleet compliance requirements by maintaining accurate records and documentation.
• Respond to fleet information requests and provide timely administrative support to Fleet leadership.
• Assist with special projects and process improvements as assigned.

Qualifications:

• Previous administrative, clerical, data-entry, fleet, transportation, automotive, maintenance, or related experience preferred.
• Fleet, trucking, construction, automotive, or heavy-equipment experience is a plus.
• Strong computer, data-entry, organizational, and time-management skills.
• Proficiency with Microsoft Office, particularly Excel, Outlook, and Teams, preferred.
• Experience with Fleetio or other fleet management software preferred.
• Ability to learn new software, systems, and processes quickly.
• Strong attention to detail and commitment to data accuracy.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong written and verbal communication skills.
• Ability to independently follow processes, identify discrepancies, and follow up professionally.
• Ability to maintain confidentiality when handling company, employee, financial, and compliance information.

Education:

• High school diploma, GED, or equivalent required

Relocation:

• This position is not eligible for relocation

Travel Requirements:

• None
• This position is on-site Monday through Friday, based in Cypress, TX.

Moffitt Services offers competitive insurance rates through medical, dental, and vision plans; and a 401(k)-match program.

Equal Employment Opportunity Statement

Moffitt Services is an equal opportunity employer, and all applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability, or any other status protected by the laws.