Fleet Administrator - Construction Services

HDR, Inc.; Phoenix (AZ); On-site; USD 42,000 - 56,000; Full time

Job summary

HDR, Inc. is seeking a Fleet Administrator in Phoenix to join our Arizona/New Mexico Construction Field Services team. You will manage fleet needs for 85+ professionals, onboard new employees, track mileage, and coordinate vehicle maintenance and recalls to ensure availability.

Ideal candidates will have a High School diploma, strong MS Office skills, excellent communication, and the ability to multitask in a fast-paced environment while upholding HDR's employee-owned culture and safety policies.

Qualifications

• High School diploma or equivalent.
• Excellent verbal and written communication including grammar, punctuation, proofreading, spelling and telephone skills.
• Flexibility and ability to prioritize and handle multiple tasks and various managers in a fast-paced environment.
• Self-motivated, well-organized and detail-oriented.
• Ability to handle confidential information.
• Proficiency with MS Office including Word and Outlook.
• An attitude and commitment to being an active participant of our employee-owned culture is a must.

Responsibilities

• Serve as the primary point of contact for the fleet needs of 85+ construction management professionals with a fleet of nearly 100 vehicles.
• Assist with onboarding new employees, including assigning fleet vehicles, providing guidance on mileage log completion, conducting training on fleet policies and procedures, and assigning key fobs.
• Conduct inspections of new vehicles and prepare vehicles for assignment, including installing company decals, cleaning, and fueling.
• Monitor the fleet to ensure compliance with the prescribed preventive maintenance schedule.
• Ensure that drivers address outstanding manufacturer's recalls for their assigned vehicle in a timely manner.

Skills

MS Office proficiency

Communication skills

Detail-oriented

Multitasking

Confidential information handling

Flexibility

Time management

Education

High School diploma or equivalent

Tools

MS Office

Job description

At HDR, our employee-owners are fully engaged in creating a welcoming environment where each of us is valued and respected, a place where everyone is empowered to bring their authentic selves and novel ideas to work every day. As we foster a culture of inclusion throughout our company and within our communities, we constantly ask ourselves: What is our impact on the world? Watch Our Story: ' https://www.hdrinc.com/our-story' Each and every role throughout our organization makes a difference in our ability to change the world for the better. Read further to learn how you could help make great things possible not only in your community, but around the world.

HDR's Substance Use Policy supports our commitment to employee safety and exceeding client requirements. The Substance Use Policy prohibits the use of drugs or alcohol while on HDR or client premises, or while otherwise engaged in HDR business. This position may require a successful drug-screen prior to hire and thereafter, based on client requirements and applicable country, state and/or provincial laws and regulations.

HDR is seeking a Fleet Administrator to join our Arizona/New Mexico Construction Field Services management team.In this key role, we'll count on you to:

• Serve as the primary point of contact for the fleet needs of 85+ construction management professionals with a fleet of nearly 100 vehicles.
• Assist with onboarding new employees, including assigning fleet vehicles, providing guidance on mileage log completion, conducting training on fleet policies and procedures, and assigning key fobs.
• Conduct inspections of new vehicles and prepare vehicles for assignment, including installing company decals, cleaning, and fueling. Prepare and maintain vehicle document binders for new assignments or replacements.
• Monitor the fleet to ensure compliance with the prescribed preventive maintenance schedule.
• Ensure that drivers address outstanding manufacturer's recalls for their assigned vehicle in a timely manner.
• Conduct vehicle inspections at time of issuance and return.
• Coordinate maintenance and repairs for pool vehicles to ensure availability for assignment as needed.
• Travel to our team's remote work assignment locations across Arizona to deliver, recover, and swap fleet vehicles.
• Coordinate with HDR's fleet management vendor to obtain approval for preventive maintenance, repairs, etc. and provide support for vehicle registration renewals.
• Utilize web-based applications to update assigned drivers, vehicle registration, and other information.
• Coordinate and collect monthly mileage logs from staff with assigned vehicles. Review and check monthly mileage log reports for project billing and vehicle cost recovery.
• Support collection and reporting of data for annual commute reporting.
• Support staff with accident repairs and other fleet management needs.
• Coordinate assignment, repair, and calibration of field testing equipment. Provide calibration reminders, prepare documentation, and maintain inventory control. Deliver and retrieve testing equipment from calibration vendor. Monitor testing equipment needs.
• Maintain personal protective equipment (PPE) inventory for vehicles and staff.
• Type, revise, and combine materials such as correspondence, reports, records, forms, meeting minutes, technical material, numerical data, and tabular information from rough draft, corrected copy or previous versions.
• Proofread and edit documents for grammar, spelling, punctuation, and format.
• Provide support for staff as needed, including backup reception duties, answering and directing telephone calls, delivering messages, greeting employees and visitors, scheduling conference calls, and distributing incoming faxes and mail.
• Microsoft Office proficiency required.
• HDR's Drug and Alcohol Policy supports our commitment to employee safety and exceeding client requirements. The Drug and Alcohol Policy prohibits the use of drugs or alcohol while on HDR or client premises, or while otherwise engaged in HDR business. This position will require a successful drug-screen prior to hire and thereafter, based on client requirements and applicable country, state, and/or provincial laws and regulations.
• Provide meeting setup, travel arrangements, light accounting, and other miscellaneous tasks/projects as needed.
• Perform other duties as needed

Preferred Qualifications

• Working knowledge of fleet department processes
• Basic understanding of vehicle systems
• Experience in A/E/C industry a plus
• Reliable and dependable
• Some heavy lifting required (field testing equipment)

Required Qualifications

• High School diploma or equivalent
• Excellent verbal and written communication including grammar, punctuation, proofreading, spelling and telephone skills
• Flexibility and ability to prioritize and handle multiple tasks and various managers in a fast-paced environment
• Self-motivated, well-organized and detail-oriented
• Ability to handle confidential information
• Proficiency with MS Office including Word and Outlook
• An attitude and commitment to being an active participant of our employee-owned culture is a must

What We Believe

HDR is our company. Together, we build on each other's life experiences and perspectives to make great things possible every day. This shapes our collaborative culture, encourages organizational trust and connects us closer to the clients and communities we serve.

Our Commitment

As employee owners, we all have a role in creating an inclusive environment where each of us is welcomed, valued, respected and empowered to bring our authentic selves to work every day.

Our eight Employee Network Groups (Asian Pacific, Black, Hispanic/Latino(a), LGBTQ+, People with Disabilities, Veterans, Women, Young Professionals) help create a sense of belonging and foster a supportive environment where everyone is empowered to engage and contribute. Each group has an executive sponsor and is open to all employees.

Primary Location: United States-Arizona-Phoenix

Industry: Construction, Project Controls & Design/Build

Schedule: Full-time

Employee Status: Regular

BusinessClass: Field Services

Job Posting: Oct 9, 2026