Fleet Administrator

Evolve HR Solutions; United States; On-site; USD 60,000 - 90,000; Full time

Job summary

Evolve HR Solutions is assisting a large multi-site distribution organization in hiring a Fleet Administrator to manage documentation for a portfolio of more than 1,500 assets, including semi-trucks, trailers and material handling equipment.

You will ensure titles, registrations and compliance records are complete, audit-ready, and processed on time, coordinating with banks, vendors and agencies across multiple locations to keep operations moving.

Qualifications

• Direct experience administering a commercial fleet of at least 500 assets.
• Hands-on knowledge of titles, registrations, renewals, liens, transfers and disposal documentation.
• Experience supporting semi-trucks, trailers and material handling equipment.
• Strong understanding of fleet compliance and asset recordkeeping.
• Experience working with banks, government agencies, vendors and multiple operating locations.
• Strong spreadsheet, database and document-management skills.
• Exceptional attention to detail, organization and follow-through.
• Ability to manage a high volume of transactions, deadlines and competing requests.
• Clear communication and the judgment to elevate issues before they create delays.

Responsibilities

• Coordinate vehicle and equipment titles, registrations, renewals and transfers
• Maintain accurate, audit-ready files for more than 1,500 fleet and material handling assets
• Work with banks and financial institutions to secure, transfer, release and reconcile titles and liens
• Manage purchasing, financing, maintenance, compliance and disposal documentation
• Track deadlines and proactively identify missing or incomplete information
• Resolve discrepancies with field locations, vendors, banks and government agencies
• Communicate status and potential delays before they become operational problems
• Support general managers, drivers, maintenance teams, procurement, finance and other stakeholders
• Help improve the systems and processes used to track assets and documentation

Skills

Fleet asset management

Attention to detail

Documentation management

Communication

Organization

Tools

Excel

Database skills

Document management systems

Job description

Accurate documentation keeps every truck, trailer, and piece of equipment in service.

Our client, a large, multi-site distribution organization, seeks an experienced Fleet Administrator to manage the documentation and administrative requirements for a portfolio of more than 1,500 assets. The fleet includes semi-trucks, trailers, and material handling equipment operating across multiple locations.

Reporting to the Director of Fleet Strategy & Operations, this individual will ensure that titles, registrations, compliance records, purchasing documents, maintenance files and other asset records are complete, accurate and processed on time.

This is a high-impact role for someone who understands that missing paperwork can delay an asset, create compliance risk and disrupt field operations.

What You Will Do

• Coordinate vehicle and equipment titles, registrations, renewals and transfers
• Maintain accurate, audit-ready files for more than 1,500 fleet and material handling assets
• Work with banks and financial institutions to secure, transfer, release and reconcile titles and liens
• Manage purchasing, financing, maintenance, compliance and disposal documentation
• Track deadlines and proactively identify missing or incomplete information
• Resolve discrepancies with field locations, vendors, banks and government agencies
• Communicate status and potential delays before they become operational problems
• Support general managers, drivers, maintenance teams, procurement, finance and other stakeholders
• Help improve the systems and processes used to track assets and documentation

What We Are Looking For

• Direct experience administering a commercial fleet of at least 500 assets
• Hands-on knowledge of titles, registrations, renewals, liens, transfers and disposal documentation
• Experience supporting semi-trucks, trailers and material handling equipment
• Strong understanding of fleet compliance and asset recordkeeping
• Experience working with banks, government agencies, vendors and multiple operating locations
• Strong spreadsheet, database and document-management skills
• Exceptional attention to detail, organization and follow-through
• Ability to manage a high volume of transactions, deadlines and competing requests
• Clear communication and the judgment to elevate issues before they create delays

Experience within private-fleet transportation, trucking, food or broadline distribution, fleet leasing, commercial vehicle dealerships, equipment rental or logistics would be especially valuable.

What Will Make You Successful

You create order out of many moving pieces. You track every outstanding item, follow up persistently, and don’t consider the work complete until the documentation is accurate, recorded, delivered, and confirmed.

You are service-oriented and approachable, but you are also comfortable holding others accountable for providing complete and timely information. Most importantly, you understand that fleet paperwork isn’t just an administrative requirement—it keeps the operation moving.

If you have managed the documentation behind a large commercial fleet and take pride in making sure details never become operational problems, we would like to hear from you.

Evolve HR Solutions has been exclusively selected to lead this confidential search. All inquiries will be handled professionally and confidentially.