Fleet Administrator

Magnolia Companies; Laurel (MD); On-site; USD 52,000 - 76,000; Full time

Benefits offered by this job

Medical benefits

Life insurance

401(k) and HSA contributions

PTO from day one

EAP and mental health coverage

Safety incentive bonus

Job summary

Magnolia Plumbing, LLC is seeking a highly organized Fleet Administrator to support daily fleet operations in Laurel, MD. Responsibilities include maintaining vehicle records, registrations, and insurance details, coordinating licensing renewals, and processing invoices.

The ideal candidate has strong administrative experience, excellent organization, and the ability to manage multiple priorities in a fast-paced environment. This role reports to the Fleet Manager and supports garage operations.

Qualifications

• High school diploma or GED required; associate degree preferred.
• Minimum of 5 years of administrative experience, preferably supporting fleet/operations.
• Strong organizational skills and meticulous record-keeping.
• Experience with Microsoft Office and database management systems.

Responsibilities

• Maintain accurate records for the fleet of vehicles and equipment.
• Track registrations, titles, insurance, inspections, and licensing requirements.
• Coordinate licensing renewals with MVA, DOT, emissions, and related bodies.
• Maintain current fleet assignments and vehicle information.
• Issue purchase orders and maintain purchasing documentation.
• Review and process fleet invoices for payment.

Skills

Administrative experience

Fleet operations

Record keeping

MS Office

Database management

Attention to detail

Education

High school diploma

Associate degree in business

Tools

MS Office Suite

Database systems

Job description

About Magnolia Plumbing, LLC

For over 75 years, Magnolia Plumbing, LLC has proudly served the DC metropolitan area, delivering reliable solutions for both residential and commercial customers across heating and cooling (HVAC), plumbing, wastewater management, and underground site utility work.

We believe the best service starts with the best people, so we hire the best and invest in their success.

Magnolia Plumbing, LLC is seeking a highly organized and detail-oriented Fleet Administrator to support the daily administration of our fleet operations. This role is responsible for maintaining fleet records, coordinating vehicle registrations and licensing, managing vendor invoices, tracking fleet assets, and ensuring compliance with local, state, and federal regulations.

The ideal candidate has strong administrative experience, excellent organizational skills, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Maintain accurate records for the company's fleet of vehicles and equipment.
• Track vehicle registrations, titles, insurance, inspections, and licensing requirements.
• Coordinate MVA, DOT, emissions, scavenger, and solid waste licensing and renewals.
• Maintain current fleet assignments and vehicle information.
• Issue purchase orders and maintain purchasing documentation.
• Review, approve, and process fleet-related invoices for payment.
• Assist with the purchase, sale, and assignment of company vehicles and equipment.
• Order and manage fuel cards and EZ Pass transponders.
• Maintain driver records and coordinate insurance updates for new hires and terminations.
• Track camera violations, parking tickets, and related documentation.
• Prepare and distribute insurance cards and registration packets.
• Receive and distribute mail for the Laurel office.
• Provide administrative support to the Fleet Manager and Garage operations.

Requirements

• High school diploma or GED required; associate's degree in business administration or a related field preferred.
• Minimum of 5 years of administrative experience, preferably supporting fleet, transportation, or operations.
• Strong organizational skills with the ability to maintain detailed records and documentation.
• Experience working with Microsoft Office and database management systems.
• Knowledge of vehicle registration, licensing, fleet compliance, and insurance documentation preferred.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.
• Strong communication and problem-solving skills.
• Ability to work independently and collaboratively in a team environment.

Benefits & Culture

• Medical benefits starting the first of the month, plus company-paid life insurance and long-term disability.
• Company contributions to 401(k) and HSA.
• Company-paid Employee Assistance Program (EAP) and mental health coverage.
• Company-paid Basic Life Insurance Policy.
• Paid time off (PTO) available from day one.
• Empowered environment: we trust you to own your work.
• Opportunity to pursue trade school and ongoing professional development.
• Safety Incentive bonus.

As part of our standard hiring process, this role requires completion of a background check and drug screening following an offer of employment.