Fleet Assistant

Pavion Corp; Portland (OR); On-site; USD 32,000 - 39,000; Full time

Benefits offered by this job

Comprehensive benefits package

Job summary

Pavion Corp is seeking a talented and motivated Fleet Assistant to join our shared services team. The role focuses on fleet request coordination, records administration, and reporting support to keep our operations running smoothly.

You will monitor requests via email, Zendesk, and ticketing systems, enter and verify driver and vehicle data, maintain fleet records, and assist with maintenance notifications. The position offers an hourly pay range of $23–$28 and a comprehensive benefits package.

Qualifications

• 0-2 years of administrative support or related experience.
• Strong organizational, customer service, and communication skills.
• Proficient with Microsoft Office; able to learn new systems.

Responsibilities

• Fleet request coordination and data entry in fleet management systems.
• Maintain fleet records, documents, and GPS/vehicle data.
• Prepare fleet reports and support administrative projects.
• Other duties as assigned.

Skills

Administrative support

Customer service

Clerical

Microsoft Office

Attention to detail

Multi-tasking

Tools

Zendesk

Job description

Pavion Connects and Protects by providing innovative fire, security, and communication integration solutions to customers across the globe. We bring industry-leading expertise to clients in enterprise, healthcare, education, government, data center, and retail industries. Global Reach. Local Service.

As a global leader, Pavion specializes in the design, installation, service, and maintenance of cutting-edge fire alarm systems, critical communications, video surveillance, access control, and advanced AV technologies. Our mission is to bring clarity and transformation to safety, security, and communication through integral technology and radical service.

With a commitment to safety, reliability, and operational excellence, Pavion ensures scalable, future-ready solutions tailored to meet and exceed our clients' needs. Learn more at www.pavion.com.

Pavion and our family of companies is seeking a talented and motivated Fleet Assistant to join our shared services team.

Primary Responsibilities:

Fleet Request Coordination

• Monitor shared mailboxes, Zendesk, and other case management systems for assigned requests.
• Process routine fleet requests in accordance with established procedures.
• Process requests from drivers, managers, and other employees related to fleet services.
• Maintain accurate documentation of requests, communications, and case activity within the ticketing system or shared mailbox.
• Follow up on outstanding requests and ensure timely completion of assigned tasks.
• Escalate complex or urgent issues to the appropriate team member.

Fleet Systems & Records Administration

• Maintain accurate fleet information within fleet management systems and service provider portals.
• Enter, update, and verify driver, vehicle, fuel card, and fleet-related data.
• Maintain fleet records, documentation, and electronic files.
• Process fuel card requests, replacements, cancellations, and updates.
• Support the administration of GPS systems by maintaining user and vehicle information.
• Assist with vehicle registration, licensing, and related documentation activities.
• Assist with maintaining information within Enterprise, WEX, and other fleet service provider portals.
• Submit routine requests to fleet service providers and vendors and track completion.
• Follow up on preventive maintenance notifications and communicate required actions to drivers.

Reporting & Department Support

• Assist with the preparation of fleet reports and data updates.
• Support departmental projects and administrative activities.
• Perform other duties as assigned.

Other duties as assigned

Basic Qualifications:

• 0-2 years' experience in an administrative support, customer service, clerical, or related role.
• Strong organizational, customer service, and communication skills.
• Attention to detail and ability to manage multiple tasks in a fast-paced environment.
• Proficiency in Microsoft Office Suite and ability to learn new systems and applications.

Preferred Qualifications:

• Experience with ticketing systems, shared mailboxes, or customer service platforms such as Zendesk.
• Experience with data entry, recordkeeping, and business systems.

The hourly pay range for this position is $23-$28 per hour. The starting hourly pay will be determined based on qualifications, experience, education, skills, certifications, and internal equity. We also offer a comprehensive benefits package.

Pavion is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.