Fleet Leasing Admin

WHC Worldwide, LLC; Las Vegas (NV); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Health, Dental, Vision and Life보험

Paid Time Off

Holiday Pay

401k with matching up to 3%

Shift: Tuesday - Saturday (Day Shift)

Job summary

WHC Worldwide, LLC is seeking a Fleet Leasing Admin to manage day-to-day admin functions of the vehicle leasing program in Las Vegas. You will be the primary contact for drivers regarding lease agreements, payments, and documentation, while maintaining accurate records and supporting fleet utilization.

The ideal candidate is highly organized, customer-focused, and capable of handling multiple driver accounts with compliance to policies and regulations.

Qualifications

• High school diploma or equivalent is required.
• Experience in fleet administration or related field preferred.
• Experience handling payments, account reconciliation, and recordkeeping.
• Strong organizational and multitasking skills.
• Proficiency with Microsoft Office Suite (Excel, Outlook, Word).
• Excellent verbal and written communication skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Attention to detail and problem-solving abilities.
• Ability to communicate with a diverse driver workforce.

Responsibilities

• Prepare, process, and maintain driver lease agreements and related documentation.
• Coordinate vehicle assignments, renewals, extensions, and terminations.
• Explain lease terms, payment schedules, deposits, and policies to drivers.
• Maintain driver files and leasing records.
• Track lease expiration dates and coordinate renewals.
• Assist with onboarding and verification of required documents.
• Monitor, record, and reconcile lease payments.
• Maintain driver account balances and histories.
• Follow up on overdue accounts and collections.
• Prepare leasing and collections reports for management.
• Research and resolve payment discrepancies.
• Maintain up-to-date fleet inventory.
• Coordinate vehicle issuance and return procedures.
• Document vehicle condition at assignment and return.
• Collaborate with maintenance on repairs and inspections.
• Track fleet availability, utilization, and downtime.
• Report vehicle damage and operational concerns.
• Serve as primary contact for drivers in the leasing program.
• Respond to questions on leases, payments, accounts, and vehicle assignments.
• Provide timely assistance with inquiries and documentation.
• Foster positive relationships with drivers and departments.
• Maintain organized electronic and physical leasing records.
• Prepare daily/weekly/monthly leasing reports.
• Support management with audits and reviews.
• Ensure lease agreements and driver documentation comply with policies and regulations.

Skills

Organizational skills

Multitasking

Time management

Communication skills

Problem-solving

Education

High school diploma or equivalent

Tools

Microsoft Office

Excel

Outlook

Word

Job description

Fleet Leasing Admin

Department: Fleet Operations / AdministrationLocation: Las Vegas, NevadaReports To: Operations Manager / General ManagerEmployment Type: Full-Time

Position Summary

The Fleet Leasing Admin is responsible for managing the day-to-day administrative functions of the company's vehicle leasing program. This role serves as the primary point of contact for drivers regarding vehicle assignments, lease agreements, payments, account maintenance, and fleet-related documentation.

The ideal candidate is highly organized, detail-oriented, customer-focused, and capable of managing multiple driver accounts while maintaining accurate records, supporting fleet utilization, and ensuring compliance with company policies and applicable regulations.

What we can do for you as a Fleet Leasing Admin:

• Health, Dental, Vision and Life Insurance
• Paid Time Off
• Holiday Pay
• 401k with matching up to 3%
• Shift: Tuesday - Saturday (Day Shift)

Essential Duties and Responsibilities

1. Fleet Leasing Administration

• Prepare, process, and maintain driver lease agreements and related documentation.
• Coordinate vehicle assignments, lease renewals, extensions, and lease terminations.
• Explain lease terms, payment schedules, deposits, and company policies to drivers.
• Maintain accurate driver files and leasing records.
• Track lease expiration dates and proactively coordinate renewals.
• Assist with new driver onboarding and verification of required documentation.

2. Payment and Account Management

• Monitor daily, weekly, and monthly lease payments.
• Collect, record, and reconcile driver lease payments.
• Maintain accurate driver account balances and payment histories.
• Follow up on overdue accounts and outstanding balances.
• Prepare leasing and collections reports for management review.
• Research and resolve payment discrepancies as needed.

3. Fleet Coordination

• Maintain an up-to-date inventory of leased fleet vehicles.
• Coordinate vehicle issuance and return procedures.
• Document vehicle condition at assignment and return.
• Partner with maintenance personnel on vehicle repairs, servicing, and inspections.
• Track fleet availability, utilization, and downtime.
• Report vehicle damage, accidents, and operational concerns to management.

4. Driver Support and Customer Service

• Serve as the primary administrative contact for drivers participating in the leasing program.
• Respond to questions regarding leases, payments, accounts, and vehicle assignments.
• Provide timely assistance with account inquiries and lease documentation.
• Address driver concerns professionally and elevate issues when necessary.
• Foster positive working relationships with drivers and internal departments.

5. Recordkeeping and Reporting

• Maintain organized electronic and physical leasing records.
• Prepare daily, weekly, and monthly fleet leasing reports.
• Track fleet utilization, leasing revenue, deposits, and outstanding balances.
• Ensure all required documentation is completed and properly filed.
• Support management with reporting, audits, and operational reviews.

6. Compliance and Administrative Support

• Ensure lease agreements and driver documentation are completed accurately and in accordance with company requirements.
• Follow established company policies and applicable transportation regulations.
• Maintain confidentiality of driver, financial, and company information.
• Assist with audits, inspections, and documentation requests.
• Identify and report compliance concerns and policy violations.

Qualifications and Requirements

• High school diploma or equivalent required.
• Previous experience in fleet administration, vehicle leasing, transportation operations, rental management, or customer service preferred.
• Experience handling payments, account reconciliation, and recordkeeping.
• Strong organizational, multitasking, and time-management skills.
• Proficiency in Microsoft Office Suite, including Excel, Outlook, and Word.
• Excellent verbal and written communication skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Strong attention to detail and problem-solving abilities.
• Ability to communicate professionally with a diverse driver workforce.

Key Performance Indicators (KPIs)

The Fleet Leasing Admin will be evaluated based on:

• Accuracy and completeness of leasing documentation.
• Timely processing and posting of driver payments.
• Reduction and management of overdue accounts.
• Accuracy of fleet inventory and driver records.
• Timely lease renewals and account follow-up.
• Driver satisfaction and customer service responsiveness.
• Quality and accuracy of reporting and administrative records.

Work Environment

This position operates in a fast-paced transportation environment and requires regular interaction with drivers, management, maintenance personnel, and office staff. The Fleet Leasing Admin must be comfortable managing multiple priorities, resolving administrative issues, and maintaining accurate leasing and fleet records.

Overall Objective

To support the efficient operation of the company's vehicle leasing program by maintaining accurate driver accounts, administering lease agreements, coordinating fleet assignments, monitoring payments, and providing exceptional administrative support to drivers and management.