Fleet Administrator

The Conti Group; Edison, Northern (NJ, KY); Hybrid; USD 50,000 - 70,000; Full time

Job summary

Conti Civil LLC is seeking an Assistant for the Equipment Division in Edison, NJ. You will support accounts payable, fleet and equipment administration, and driver qualification compliance as part of a dedicated team.

The role emphasizes accurate invoicing, data integrity, and coordination with internal departments and vendors. A strong customer service mindset and independence are valued in this fast-paced environment.

Qualifications

• Minimum of 5+ years relevant experience preferably in construction or equipment operations.
• Excellent organizational and detail orientation.
• Ability to work independently and manage multiple tasks.

Responsibilities

• Process vendor invoices accurately and in a timely manner.
• Assign proper coding to invoices per project requirements.
• Perform data entry and maintain records in COINS, Tenna and other systems.
• Complete monthly Amex reconciliations and resolve discrepancies.
• Support tracking and reporting equipment-related expenses.

Skills

Accounts Payable

Data Entry

Fleet Support

Customer Service

Education

High School Diploma

Tools

COINS

Tenna

Job description

Conti Civil LLC is a fourth generation, privately owned construction leader specializing in infrastructure projects. Built on a 120 year foundation of honesty and integrity, our company has grown and evolved with each generation to where we are today: a highly respected civil contractor for clients nationwide.

We are known for our platform of outstanding project execution. Our track record of delivering high impact construction projects to our clients and our extraordinary commitment to our core values, employees, and communities where we work has been the foundation of our success and longevity. We strive to be the company of choice for our employees, clients, and stakeholdersand have earned dozens of awards for project excellence, safety performance and as the best place to work.

The Assistant supports the Equipment Division by providing accurate and timely administrative, financial, and operational support. This role is responsible for processing invoices, maintaining equipment-related documentation, supporting fleet operations, and ensuring data integrity within company systems. Office-based position located in Edison, NJ

Accounts Payable & Financial Support

• Process vendor invoices accurately and in a timely manner
• Assign proper coding to invoices in accordance with company and project requirements
• Perform data entry and maintain records within the COINS, Tenna and other systems as needed
• Complete monthly American Express (Amex) reconciliations and resolve discrepancies
• Assist with tracking and reporting equipment-related expenses

Fleet & Equipment Support

• Maintain and update fleet rental lists and equipment records
• Assist with rental agreements, purchase orders, and related documentation
• Track equipment utilization and ensure proper documentation is on file
• Pull and distribute fleet related reports as needed
• Coordinate with vendors and internal teams regarding equipment needs and status

Compliance & Driver Qualification Support

• Assist with maintaining Driver Qualification Files (DQFs) in compliance with company and regulatory requirements
• Ensure required documentation is current, complete, and properly filed
• Support audits and compliance reviews as needed

Administrative Support

• Provide general administrative support to the Equipment Division team
• Maintain organized filing systems (electronic and physical)
• Communicate with internal departments and external vendors professionally and efficiently
• Assist with special projects and additional duties as assigned

Qualifications:

• Minimum of 5+ Years relevant experience preferably in construction or equipment operations
• Ability to work independently
• Excellent customer service, teamwork, and people skills.
• Self-directed, organized, and self-motivated.
• Ability to execute.
• Strong attention to detail.
• Able to multi-task and work in a fast-paced challenging environment
• Education:A high school diploma or the equivalent is preferred. A combination of education and experience is acceptable

Who We Are:

Conti Civil LLC is a fourth generation, privately owned construction leader specializing in infrastructure projects. Built on a 120 year foundation of honesty and integrity, our company has grown and evolved with each generation to where we are today: a highly respected civil contractor for clients nationwide.

We are known for our platform of outstanding project execution. Our track record of delivering high impact construction projects to our clients and our extraordinary commitment to our core values, employees, and communities where we work has been the foundation of our success and longevity. We strive to be the company of choice for our employees, clients, and stakeholdersand have earned dozens of awards for project excellence, safety performance and as the best place to work.

To learn more about Conti Civil LLC. visit www.conticivil.com

What we are looking for:

The Assistant supports the Equipment Division by providing accurate and timely administrative, financial, and operational support. This role is responsible for processing invoices, maintaining equipment-related documentation, supporting fleet operations, and ensuring data integrity within company systems. Office-based position located in Edison, NJ

Accounts Payable & Financial Support

• Process vendor invoices accurately and in a timely manner
• Assign proper coding to invoices in accordance with company and project requirements
• Perform data entry and maintain records within the COINS, Tenna and other systems as needed
• Complete monthly American Express (Amex) reconciliations and resolve discrepancies
• Assist with tracking and reporting equipment-related expenses

Fleet & Equipment Support

• Maintain and update fleet rental lists and equipment records
• Assist with rental agreements, purchase orders, and related documentation
• Track equipment utilization and ensure proper documentation is on file
• Pull and distribute fleet related reports as needed
• Coordinate with vendors and internal teams regarding equipment needs and status

Compliance & Driver Qualification Support

• Assist with maintaining Driver Qualification Files (DQFs) in compliance with company and regulatory requirements
• Ensure required documentation is current, complete, and properly filed
• Support audits and compliance reviews as needed

Administrative Support

• Provide general administrative support to the Equipment Division team
• Maintain organized filing systems (electronic and physical)
• Communicate with internal departments and external vendors professionally and efficiently
• Assist with special projects and additional duties as assigned

Qualifications:

• Minimum of 5+ Years relevant experience preferably in construction or equipment operations
• Ability to work independently
• Excellent customer service, teamwork, and people skills.
• Self-directed, organized, and self-motivated.
• Ability to execute.
• Strong attention to detail.
• Able to multi-task and work in a fast-paced challenging environment
• Education:A high school diploma or the equivalent is preferred. A combination of education and experience is acceptable

What you need to know:

• Conti has great benefits. We provide medical, dental and vision on the first day of your employment. Life insurance, 401(k) matching plan, EAP, wellness programs and many other optional programs are offered as well.

Conti is an equal-opportunity employer. All applicants who receive a conditional offer of employment must take a pre-employment drug test and receive a negative result as a condition of hire.

Important Notice to Recruitment Agencies and Candidates

Conti has a strict policy regarding unsolicited resumes. We will only consider resumes submitted directly by candidates. Any unsolicited resumes sent to Conti, including those sent to Conti’s mailing addresses, email addresses, or directly to Conti employees, will be treated as the property of Conti. We will not be liable for any fees associated with unsolicited resumes.

For recruitment agencies: Please note that Conti will only engage with agencies that have received prior written authorization from our Director of Human Resources. Agencies must secure this approval before submitting resumes, and only in connection with a specific job opening that is covered by a fully executed service agreement.

Conti will not compensate any agency that submits resumes without a formal agreement in place. All agency agreements must be in writing and signed by an authorized representative of Human Resources. No other employee is authorized to enter into any agreement on behalf of Conti regarding candidate placements.

Accessibility: If you need an accommodation as part of the employment process please contact Human Resources at

Phone: [phone]

Email: [e-mail]

Equal Opportunity Employer, including disabled and veterans.

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