Fleet Administrator

ITG Communications, LLC; Hendersonville (TN); On-site; USD 42,000 - 55,000; Full time

Job summary

ITG Communications, LLC is seeking a Fleet Administrator in Hendersonville, TN to handle daily fleet operations and maintain accurate vehicle records, registrations, insurance, and service logs. You will support compliance tracking and generate timely reports to keep the fleet compliant and organized.

You will coordinate with drivers, vendors, and internal teams to schedule maintenance, manage invoices, and assist with onboarding and offboarding of vehicles while ensuring data integrity across

Qualifications

• High school diploma or equivalent required.
• 1–2 years of administrative experience in fleet, logistics, or operations support.
• Experience with maintenance tracking systems or vehicle databases is a plus.
• Proficiency in Microsoft Excel, Word, and database entry.

Responsibilities

• Maintain up-to-date vehicle records including registration, insurance, maintenance logs, and assignments.
• Track DOT compliance, inspections, and licensing deadlines.
• Support onboarding/offboarding of vehicles and data entry.
• Manage fuel card program and usage reporting.
• Schedule maintenance and coordinate with vendors.
• Process fleet invoices with Accounts Payable.

Skills

Excel

Word

Database entry

Communication

Education

High school diploma

Business administration coursework

Tools

Maintenance tracking systems

Vehicle databases

Job description

Purpose

Job Description

The Fleet Administrator supports the daily operational and administrative tasks of the fleet department, ensuring vehicle records, compliance documentation, service schedules, and reporting are accurate and up to date. This role plays a key part in maintaining organization and ensuring the efficiency of fleet operations across the company

Responsibilities

• Maintain accurate and up-to-date vehicle records including registration, insurance, maintenance logs, and assignments
• Track vehicle compliance requirements (DOT, inspections, licensing) and notify leadership of upcoming deadlines
• Support the onboarding and offboarding process for vehicles including documentation and system entry
• Assist with fuel card program management and track usage reports
• Schedule preventative maintenance, repairs, and inspections with internal teams or vendors as directed
• File accident reports and maintain incident records in accordance with company policy
• Process invoices and coordinate with Accounts Payable to ensure timely payments for fleet-related services
• Assist in collecting and formatting data for fleet performance reports
• Respond to internal inquiries related to fleet policy, procedures, and assignments
• Support the Fleet Manager with documentation, communications, and vendor coordination

Key Measures / Key Performance Indicators

• Accuracy and completeness of fleet records
• On-time renewal and compliance tracking
• Maintenance scheduling efficiency
• Timely and accurate processing of invoices
• Internal responsiveness and team support
• Reporting accuracy and document organization

Requirements

Education: High school diploma or equivalent required; additional coursework in business administration or logistics preferred.

Experience

• 1–2 years of administrative experience in fleet, logistics, or operations support
• Experience working with maintenance tracking systems or vehicle databases a plus

Exposure

• Microsoft Excel, Word, and database entry
• Document management and compliance tracking
• Communication with vendors, drivers, and internal teams
• Factors critical to success at ITG Communications for this position:
• High attention to detail and organization
• Responsiveness to deadlines and compliance needs
• Strong communication and task follow-up

Physical Requirements

• Prolonged use of computer and office systems
• Ability to sit, type, and manage digital records for extended periods
• Occasional handling of physical records, binders, or small packages up to 20 lbs

Additional Comments

ITG is an equal employment opportunity employer. ITG’s policy is not to discriminate against any applicant or employee based on race, color, sex, sexual orientation, gender identity, religion, national origin, age (40 and over), disability, military status, genetic information, or any other basis protected by applicable federal, state, or local laws. ITG also prohibits harassment of applicants or employees based on any of these protected categories. It is also ITG’s policy to comply with all applicable federal, state and local laws respecting consideration of unemployment status in making hiring decisions.