Administrative Assistant - Fleet

NorthStar Energy Solutions, LLC; Grand Prairie (TX); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

401(k) matching

Medical, Dental, Vision

PPO or HSA/FSA options

Employee discounts

Job summary

NorthStar Energy Solutions, a Quanta Services, Inc. company, seeks a detail-oriented Fleet Administrator to support the Fleet Department’s daily operations in Grand Prairie, TX.

You will maintain fleet records, track inspections, process invoices, coordinate equipment inventory, and support fleet reporting to ensure regulatory compliance and operational efficiency across the organization.

Qualifications

• Bi-Lingual required to support diverse workforce and operations.
• High school diploma or equivalent; associate degree preferred.
• 1–3 years in administrative, fleet, transportation, or construction support.
• Strong record-keeping and documentation abilities with attention to detail.
• Proficiency with Excel, Word, Outlook; familiarity with ERP/asset systems preferred.

Responsibilities

• Maintain vehicle issuance documentation and authorization records.
• Process fleet-related invoices and work orders accurately.
• Track inspections, compliance, and asset records in Spectrum and related systems.
• Coordinate equipment transfers, locations, and ownership records.
• Support reporting, billing, and data integrity across fleet operations.

Skills

Bi-Lingual

Attention to detail

Organizational skills

Communication skills

Time management

Education

High school diploma or equivalent

Associate degree in Business Administration or related field

Tools

Spectrum

CTAP

Verizon Connect / Telogis

LYTX

WEX Fuel Management

Fleet Asset Tracking Systems

Microsoft Office Suite

Job description

About Us

NorthStar Energy Solutions, a Quanta Services, Inc. (NYSE:PWR) company, is headquartered in Grand Prairie, TX and operates across the Central Southwest part of the United States. We are leaders specializing in transmission lines, distribution lines, substation construction, foundations, storm damage repairs, and electrical contracting. Joining our team means being part of an organization that values drive and inclusion. We focus on career development and reward excellence, recognizing each team member's unique contributions. We're at the forefront of powering modern life. Discover how your skills and dedication can make a real difference to us.

About This Role

NorthStar Energy Solutions is seeking a detail-oriented and organized Fleet Administrator to support the daily operations of our Fleet Department. This position is responsible for maintaining fleet records, tracking inspections and compliance requirements, processing invoices and work orders, coordinating equipment inventory updates, and supporting fleet reporting activities. The Fleet Administrator plays a critical role in ensuring fleet assets are accurately documented, compliant with regulatory requirements, and properly maintained within company systems to support operational efficiency across the organization.

What You’ll Do

Fleet Compliance & Inspection Management

• Track state inspections, DOT inspections, dielectric inspections, crane inspections, DVIRs, and other compliance documentation.
• Maintain accurate inspection records and expiration dates within Spectrum.
• Scan and file inspection documents in the appropriate equipment records.
• Communicate compliance concerns and inspection status updates to fleet, shop, warehouse, transport, and operations personnel.

Equipment Records & Asset Administration

• Update equipment transfers, asset assignments, locations, and ownership records in Spectrum.
• Maintain accurate asset information including unit numbers, VINs, assigned personnel, job codes, mileage, and operating hours.
• Process equipment assignment changes and field updates to ensure reporting accuracy.
• Support fleet billing, maintenance tracking, and operational reporting through accurate recordkeeping.

Inventory & Asset Verification

• Review and process weekly equipment inventory reports submitted by field personnel.
• Generate and distribute monthly equipment verification reports.
• Update equipment records based on verification responses and inventory findings.
• Maintain current equipment hours and mileage records.

Equipment Acquisition & Disposition

• Create and maintain records for newly acquired equipment.
• Enter inspection, certification, and required compliance information for new fleet assets.
• Assist with asset disposal activities, including documentation, approvals, payment verification, and file retention.
• Coordinate vehicle keys, release documentation, and supporting records.

GPS, Camera Systems & Telematics Support

• Update and maintain Verizon Connect/Telogis equipment information.
• Coordinate GPS installations, replacements, and repairs with vendors and field personnel.
• Maintain telematics installation and repair logs.
• Process approved fleet hierarchy changes and PM service updates.
• Distribute LYTX alerts and maintain related tracking documentation.

Administrative & Financial Support

• Process P-Card receipts and maintain supporting documentation.
• Enter and verify departmental time records within CTAP.
• Process and file fleet-related invoices.
• Track missing equipment information and ensure proper document coding.
• Process WEX fuel receipts and allocate bulk fuel usage for division billing.

Work Orders & Maintenance Documentation

• Review completed preventive maintenance work orders and update asset maintenance history.
• Scan and file work orders within the appropriate equipment profiles.
• Verify maintenance documentation is stored correctly on company servers.
• Assist with managing repair backlogs by documenting reported equipment issues.

Fleet Operations Support

• Maintain vehicle issuance documentation and authorization records.
• Manage company tool inventory records and tracking documentation.
• Support fleet training and meeting coordination activities as needed.
• Assist with rental equipment tracking and reporting.

Claims & Reporting

• Assist with gathering information related to vehicle accident and damage claims.
• Compile documentation including repair estimates, rental information, and supporting records.
• Support preparation of monthly maintenance and repair cost reports.

Required

What You’ll Bring

• Bi-Lingual
• High school diploma or equivalent required; Associate degree in Business Administration or related field preferred.
• 1-3 years of administrative, fleet, equipment, transportation, or construction support experience preferred.
• Strong attention to detail with the ability to maintain accurate records and documentation.
• Proficiency in Microsoft Office applications, especially Excel, Word, and Outlook.
• Experience working with fleet management, ERP, or asset tracking systems is preferred.
• Strong organizational, communication, and time management skills.
• Ability to manage multiple priorities while maintaining accuracy and meeting deadlines.
• Ability to work effectively with fleet, shop, warehouse, transportation, and field operations personnel.
• Ability to maintain confidential information and follow company procedures.

Preferred

• Spectrum
• CTAP
• Verizon Connect / Telogis
• LYTX
• WEX Fuel Management
• Fleet Asset Tracking Systems
• Microsoft Office Suite

What You’ll Get

• 401(k) with immediate matching and vesting
• Fully comprehensive benefits packages; Medical, Dental, Vision
• Your choice of PPO, HSA, FSA
• Short term and long term benefits
• Employee discounts on consumer goods

Equal Opportunity Employer

All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, national origin or ancestry, sex (including gender, pregnancy, sexual orientation, and/or gender identity), age, disability, genetic information, veteran status, and/or any other basis protected by applicable federal, state or local law.

We are an Equal Opportunity Employer, including disability and protected veteran status.

We prohibit all types of discrimination and are committed to providing access and equal opportunity for individuals with disabilities. For additional information or if reasonable accommodation is needed to participate in the job application, interview, or hiring processes or to perform the essential functions of a position, please contact us the Company’s Human Resources department.