Fleet Assistant

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

Benefits offered by this job

Benefits package

Job summary

Pavion is seeking a dedicated Fleet Assistant to support the shared services team in Portland, OR. You will coordinate fleet requests, monitor communication channels, and maintain driver and vehicle records, enabling efficient operations.

The role includes assisting with GPS data, fuel card processing, and fleet reporting, offering an entry-level path with exposure to cross-functional teams and a comprehensive benefits package.

Qualifications

• 0-2 years in administrative support, customer service 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.

Responsibilities

• Coordinate fleet requests by monitoring shared mailboxes and case systems; process routine requests per procedures.
• Maintain fleet data in management systems and service provider portals; update records for drivers and vehicles.
• Prepare fleet reports; support departmental projects and administrative activities.
• Assist with other duties as assigned and follow up on tasks and maintenance notifications.

Skills

Administrative support

Customer service

Organizational skills

MS Office

Communication

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’ experienceinan administrativesupport, 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.
• Proficiencyin Microsoft Office Suite and ability to learn new systems and applications.

Preferred Qualifications:

• Experience with ticketing systems, shared mailboxes, or customer service platformssuch 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.

Disclaimer: This job description should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as may be required. The employer has the right to revise this job description at any time. The job description is not be construed as a contract for employment.

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.

If you require accommodation or assistance during the application process, please contact us at [e-mail] . Kindly note that resumes submitted to this email address will not be reviewed. Thank you for your understanding.

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.