Fleet Operations Admin & Data Coordinator

Traffic Plan; Long Branch (NJ); On-site; USD 31,684 - 34,440; Full time

Job summary

A traffic control services provider is seeking a Fleet Administrator in Long Branch, NJ. This critical role ensures the efficient operation of the company’s vehicle and equipment fleet, requiring accurate data entry and strong organizational skills. Candidates should have a high school diploma and preferably experience in fleet administration or related fields. Proficient computer skills and attention to detail are essential. The hourly rate is competitive, ranging from $23 to $25 based on experience.

Qualifications

• High school diploma or equivalent is required.
• Post-secondary education in business administration is an asset.
• Experience in fleet administration or related fields preferred.

Responsibilities

• Perform accurate data entry for vendor invoices and internal repair orders.
• Maintain fleet records in compliance with company policies.
• Create, track, and close technician work orders.

Skills

Attention to detail

Organizational skills

Strong communication skills

Proficiency in Microsoft Office

Education

High school diploma or equivalent

Post-secondary education in business administration

Tools

Microsoft Excel

Microsoft Word

GPS software

Job description

Traffic Plan is Now Hiring: Fleet Administrator

Join a woman-owned, WBENC-certified leader in traffic control services.

About Traffic Plan

Traffic Plan is a full-service provider of traffic control services and equipment to utility companies, municipalities, and private contractors throughout the Mid-Atlantic. Headquartered in central New Jersey, we are a woman-owned business certified by the Women’s Business Enterprise National Council (WBENC).

Safety is at the core of everything we do, but we also understand the importance of the bigger picture. By protecting our customers and the traveling public, we help ensure that communities and infrastructure are not only maintained, but improved — supporting a safer, more connected future. Traffic Plan is your partner in progress.

Job Summary

The Fleet Administrator plays a critical support role in ensuring the efficient operation, documentation, and coordination of the company’s vehicle and equipment fleet within the traffic control industry. This position is responsible for accurate data entry, administrative support related to fleet maintenance and rentals, and coordination with internal teams, vendors, and external customers.

The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple systems, priorities, and stakeholders in a fast-paced environment.

Compensation

This position offers an hourly rate of $23–$25 per hour, based on experience.

Key Duties and Responsibilities

Fleet Administration & Data Entry

• Perform accurate data entry for vendor invoices and internal repair orders
• Maintain and update fleet records in compliance with company policies and regulatory requirements
• Manage vehicle and equipment files, including maintenance history, registrations, and supporting documentation

Maintenance & Technician Support

• Create, track, and close technician work orders
• Coordinate with technicians and fleet staff to ensure timely repairs and complete documentation
• Assist with internal repair order processing and reconciliation

Purchasing & Invoicing Support

• Assist with purchasing fleet parts, equipment, and services through approved vendors
• Support invoicing activities related to fleet operations, rentals, and repairs
• Verify invoice accuracy and assist with issue resolution as needed

Rental & Contract Administration

• Assist with rental contract documentation, tracking, and updates
• Communicate with internal locations and external customers regarding fleet rentals, availability, and contract details
• Support coordination of rental equipment returns, extensions, and billing
• Assist with GPS and fleet software management, including data updates, reporting, and basic troubleshooting
• Support fleet tracking and reporting initiatives using internal systems

General Administrative Support

• Respond to internal and external inquiries related to fleet operations
• Support fleet audits, reporting, and special projects as assigned
• Maintain confidentiality and accuracy in all fleet-related records

Qualifications

• High school diploma or equivalent required
• Post-secondary education in business administration or a related field is an asset
• Previous experience in fleet administration, transportation, construction, or traffic control preferred
• Experience with data entry, invoicing, or administrative support roles is an asset

Preferred Skills

• Experience in traffic control, utility, construction, or related industries
• Strong attention to detail and organizational skills
• Proficiency with Microsoft Office (Excel, Word, Outlook); experience with fleet management or GPS software is an asset
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment
• Strong communication skills for interacting with internal teams, vendors, and customers
• Basic understanding of vehicle maintenance and fleet operations preferred