Fleet Administrator

NAFA Fleet Management Association; Plano (TX); Hybrid; USD 52,000 - 76,000; Full time

Job summary

NAFA Fleet Management Association is seeking a Fleet Administrator to oversee day-to-day administration for a fleet of about 1,600 vehicles. You will manage vehicle records, documentation, and fuel programs across Fleetio, Azuga, and A2B, ensuring accuracy, compliance, and operational readiness.

The ideal candidate is highly organized, detail-oriented, and experienced with fleet data management, registrations, insurance, and inspections, with strong Excel and data-entry skills to support audit

Qualifications

• Experience in fleet administration, fleet management, transportation, logistics, or a related field.
• Demonstrated experience with Fleetio and Azuga.
• Experience managing vehicle registration, insurance, inspections, maintenance, and compliance documentation.
• Strong data-entry, Excel, computer, organizational, and time-management skills.
• Exceptional attention to data accuracy and the ability to handle high volumes of records.

Responsibilities

• Maintain accurate records for approximately 1,600 vehicles throughout the entire vehicle lifecycle.
• Manage vehicle registration, insurance, licenses, inspections, maintenance records, and other required documentation.
• Coordinate vehicle onboarding and offboarding, including registration, insurance, documentation, and system setup/removal.
• Identify and resolve missing, expired, or inaccurate documentation.
• Conduct regular audits and reconciliations across Fleetio, Azuga, A2B, and supporting records.
• Maintain accurate Fleetio records, targeting 95%+ current maintenance data.
• Enter and monitor scheduled and unscheduled maintenance, inspections, vehicle status, and maintenance schedules.
• Track overdue maintenance and inspections and coordinate timely resolution.
• Identify recurring maintenance issues, data gaps, and process opportunities that may affect fleet availability.
• Maintain accurate vehicle, employee, driver, and vehicle-assignment information in Azuga.
• Manage employee/driver onboarding and offboarding within the system.
• Ensure Azuga information aligns with Fleetio and other fleet management platforms.
• Administer the fleet fuel card program, including issuance, activation, changes, and cancellation.
• Ensure fuel cards are accurately assigned to employees and/or vehicles and resolve discrepancies.

Skills

Fleet administration

Data entry

Excel

Fleet management

Tools

Fleetio

Azuga

A2B

Job description

Position Summary

The Fleet Administrator is responsible for the day-to-day administration, accuracy, compliance, and operational readiness of a fleet of approximately 1,600 vehicles. This role maintains vehicle and employee records, documentation, maintenance data, fuel programs, and fleet information across Fleetio, Azuga, A2B, and other applicable systems.

The ideal candidate is highly organized, detail-oriented, and capable of managing a high volume of data while maintaining exceptional accuracy and compliance.

Key Responsibilities

Fleet Administration & Compliance

• Maintain accurate records for approximately 1,600 vehicles throughout the entire vehicle lifecycle.
• Manage vehicle registration, insurance, licenses, inspections, maintenance records, and other required documentation.
• Coordinate vehicle onboarding and offboarding, including registration, insurance, documentation, and system setup/removal.
• Identify and resolve missing, expired, or inaccurate documentation.
• Conduct regular audits and reconciliations across Fleetio, Azuga, A2B, and supporting records.

Fleetio & Maintenance Management

• Maintain accurate and complete Fleetio records, targeting 95%+ current maintenance data.
• Enter and monitor scheduled and unscheduled maintenance, inspections, vehicle status, and maintenance schedules.
• Track overdue maintenance and inspections and coordinate timely resolution.
• Identify recurring maintenance issues, data gaps, and process opportunities that may affect fleet availability.

Azuga & Driver Administration

• Maintain accurate vehicle, employee, driver, and vehicle-assignment information in Azuga.
• Manage employee/driver onboarding and offboarding within the system.
• Ensure Azuga information aligns with Fleetio and other fleet management platforms.

Fuel & Operational Support

• Administer the fleet fuel card program, including issuance, activation, changes, and cancellation.
• Ensure fuel cards are accurately assigned to employees and/or vehicles and resolve discrepancies.
• Partner with Operations, Maintenance, HR, Insurance, vendors, and other stakeholders to resolve fleet issues and maintain operational readiness.

Required Qualifications

• Experience in fleet administration, fleet management, transportation, logistics, or a related field.
• Demonstrated experience with Fleetio and Azuga.
• Experience managing vehicle registration, insurance, inspections, maintenance, and compliance documentation.
• Strong data-entry, Excel, computer, organizational, and time-management skills.
• Exceptional attention to detail and data accuracy.
• Ability to manage a high volume of vehicle and employee records.
• Experience with fuel card administration or fuel management.
• Ability to identify discrepancies, establish consistent processes, and proactively resolve issues independently.

Preferred Experience

• Experience supporting a fleet of 1,000+ vehicles, ideally approximately 1,600 vehicles.
• Experience with vehicle lifecycle management, fleet compliance, maintenance/inspection programs, and employee-to-vehicle assignments.
• Experience auditing and reconciling data across multiple fleet management systems.

Key Performance Expectations

Success will be measured by the ability to:

• Maintain accurate and current fleet records across all systems.
• Keep Fleetio maintenance data at or above 95% current/complete.
• Ensure registrations, insurance, inspections, licenses, and required documentation remain current.
• Complete vehicle and employee onboarding/offboarding accurately and promptly.
• Maintain accurate employee-to-vehicle assignments.
• Minimize discrepancies between Fleetio, Azuga, A2B, and supporting records.