Fleet Administrator

Colliers Engineering & Design; United States; Hybrid; USD 45,000 - 70,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

Pregnancy disability leave

Disability insurance

Life insurance

401(k)/Roth

Job summary

Colliers Engineering & Design is seeking a Fleet Administrator to support the daily administration, coordination, and recordkeeping of the company’s vehicle fleet. The role ensures all vehicles are documented, maintained, compliant, and available to support business operations across departments.

The position offers a hybrid work arrangement with regular office presence at Colliers locations to enable collaboration and effective operations.

Qualifications

• Bachelor’s degree or related field experience.
• 3-5 years of related experience.
• Proficiency with Microsoft Office Suite and fleet management software.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Ability to work well in a team and collaborate with others.
• Attention to detail and accuracy.
• Excellent verbal and written communication.
• Experience maintaining records, databases, and administrative documentation.
• Knowledge of vehicle maintenance processes, fleet operations, and regulatory requirements preferred.
• Vendor coordination and customer service skills.
• Ability to generate reports and analyze fleet-related data.
• Strong work ethic and commitment to quality and continuous improvement.
• Ability to read/write English for job communications.

Responsibilities

• Coordinate vehicle registrations, titles, licensing, insurance documentation, and renewals.
• Assist with vehicle acquisitions, assignments, transfers, and disposals.
• Process and maintain fleet-related records, invoices, and documentation.
• Support fleet policy implementation and communicate fleet procedures to employees.
• Monitor vehicle inventory and assist with forecasting fleet needs.
• Schedule and track preventative maintenance, inspections, and repairs.
• Coordinate with vendors and service providers to ensure timely completion of maintenance activities.
• Monitor vehicle downtime and maintenance records.
• Support roadside assistance requests and vehicle service issues.
• Ensure vehicles maintain current insurance, decals, registrations, and required documentation.
• Maintain accurate records of fleet vehicles, drivers, assignments, fuel cards, and related assets.
• Update fleet management systems with vehicle and driver information.
• Track and manage EZ-Pass accounts, fuel card programs, and fleet technology systems.
• Prepare fleet reports and maintain documentation for audits and management review.
• Monitor data accuracy and assist with fleet-related reporting and analysis.
• Assist in ensuring compliance with company policies, safety standards, and applicable regulations.
• Maintain records related to vehicle inspections, registrations, insurance, and incident reporting.
• Support accident, claim, and insurance administration processes.
• Coordinate with internal departments regarding fleet-related requests and requirements.
• Assist with fleet audits and compliance reviews.
• Serve as a point of contact for employee fleet inquiries and support requests.
• Communicate maintenance schedules, vehicle assignments, and fleet updates to stakeholders.
• Build and maintain positive working relationships with vendors, service providers, and internal departments.
• Escalate fleet concerns, risks, or operational issues to management as appropriate.

Skills

Microsoft Office Suite

Fleet management software

Strong organizational skills

Team collaboration

Attention to detail

Verbal and written communication

Record keeping

English proficiency

Education

Bachelor’s degree

Tools

EZ-Pass accounts

Fuel card programs

Job description

Overview

Colliers Engineering & Design is seeking a Fleet Administrator to support our growing team. The Fleet Administrator is responsible for supporting the daily administration, coordination, and recordkeeping of the company's vehicle fleet. This role ensures all vehicles are properly documented, maintained, compliant with company policies and regulatory requirements, and available to support business operations across all departments. The Fleet Administrator serves as the primary point of contact for fleet-related administrative activities, vendor coordination, and fleet data management. This position offers a hybrid work arrangement; however, candidates must be able to work regularly from one of Colliers Engineering & Design’s office locations to support collaboration and business needs.

Responsibilities

Fleet Administration & Coordination

• Coordinate vehicle registrations, titles, licensing, insurance documentation, and renewals.
• Assist with vehicle acquisitions, assignments, transfers, and disposals.
• Process and maintain fleet-related records, invoices, and documentation.
• Support fleet policy implementation and communicate fleet procedures to employees.
• Monitor vehicle inventory and assist with forecasting fleet needs.

Maintenance & Service Support

• Schedule and track preventative maintenance, inspections, and repairs.
• Coordinate with vendors and service providers to ensure timely completion of maintenance activities.
• Monitor vehicle downtime and maintenance records.
• Support roadside assistance requests and vehicle service issues.
• Ensure vehicles maintain current insurance, decals, registrations, and required documentation.

Asset & Data Management

• Maintain accurate records of fleet vehicles, drivers, assignments, fuel cards, and related assets.
• Update fleet management systems with vehicle and driver information.
• Track and manage EZ-Pass accounts, fuel card programs, and fleet technology systems.
• Prepare fleet reports and maintain documentation for audits and management review.
• Monitor data accuracy and assist with fleet-related reporting and analysis.

Compliance & Administrative Support

• Assist in ensuring compliance with company policies, safety standards, and applicable regulations.
• Maintain records related to vehicle inspections, registrations, insurance, and incident reporting.
• Support accident, claim, and insurance administration processes.
• Coordinate with internal departments regarding fleet-related requests and requirements.
• Assist with fleet audits and compliance reviews.

Communication

• Serve as a point of contact for employee fleet inquiries and support requests.
• Communicate maintenance schedules, vehicle assignments, and fleet updates to stakeholders.
• Build and maintain positive working relationships with vendors, service providers, and internal departments.
• Escalate fleet concerns, risks, or operational issues to management as appropriate.

Qualifications

• Bachelor’s degree or related field experience.
• 3-5 years of related experience.
• Demonstrate general computer skills, knowledge, and proficiency with Microsoft Office Suite and fleet management software.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Ability to effectively work as part of a team by collaborating, contributing, and respecting others.
• Strong attention to detail and commitment to accuracy.
• Effective verbal and written communication skills.
• Experience maintaining records, databases, and administrative documentation.
• Knowledge of vehicle maintenance processes, fleet operations, and regulatory requirements preferred.
• Strong vendor coordination and customer service skills.
• Ability to generate reports and analyze fleet-related data.
• Strong work ethic and commitment to quality, accountability, and continuous improvement.
• Ability to read, write, and understand English for purposes of comprehending written job-related communications and verbal instructions and interactions.

What We Offer

At Colliers Engineering & Design, our people are our most important resource. That’s why we are committed to providing all our employees with a safe, comfortable work environment, potential for career advancement, and the ability to impact society through their projects as well as company-sponsored activities.

• Company paid medical, dental, and vision coverage
• Paid pregnancy disability leave
• Short- and long-term disability insurance
• Life insurance
• Company‑matched 401(k)/Roth
• Paid time off, including parental and military leave
• Employee referral and professional license bonuses
• Straight‑time policy compensating exempt employees for billable hours worked in excess of 40 hours per week

We have also created an internal culture that provides the resources and technology needed to encourage personal and professional growth opportunities through reimbursement for education; a free in‑house resource for hundreds of educational and self‑enrichment courses; mentorship program; wellness program; Women’s Organization and ongoing philanthropic opportunities.

Apply today to learn how you can join our team of professionals, so we can help Accelerate Your Success!