Fleet Operations Administrator

sealingagentsatl; Indian Trail (NC); On-site; USD 54,000 - 66,000; Full time

Job summary

The Agents Companies’ Sealing Agents division seeks a Fleet Operations Administrator in Charlotte, NC to manage compliance, maintenance scheduling, and administrative tasks for 300+ trucks and equipment. This onsite position requires organization, detail orientation, and experience with commercial fleets.

The ideal candidate will handle vehicle titles/registrations, IRP/IFTA filings, inspections, and audit-ready records while coordinating with state agencies, insurers, and vendors.

Qualifications

• 2+ years of experience working with commercial vehicles, fleet operations, trucking, equipment, dealerships, construction, or a related field.
• Familiarity with vehicle compliance such as registrations, titles, IFTA, IRP, DOT records, or permits.
• Strong organization, attention to detail, and follow-through.
• Comfortable working with fleet software and learning new systems.
• Strong communication skills and ability to coordinate across multiple locations.
• Valid driver’s license and clean driving record.
• Willingness to travel as needed.
• Experience with IFTA filings and IRP renewals (preferred).

Responsibilities

• Manage vehicle titles, registrations, plates, renewals, and documentation.
• Assist with IRP registrations, IFTA filings, UCR, HVUT, and DOT compliance.
• Track inspection, registration, and permit expiration dates.
• Maintain accurate and audit-ready vehicle records.
• Coordinate paperwork with state agencies, insurance carriers, and vendors.
• Track preventive maintenance schedules across multiple shop locations.
• Schedule DOT/state inspections, repairs, and outside vendor services.
• Coordinate with shop foremen and mechanics to keep maintenance on schedule.
• Monitor vehicle downtime and communicate with Operations.
• Review work orders and repair documentation for accuracy and completeness.
• Assist with selling or disposing of retired fleet vehicles and equipment.
• Gather titles, maintenance history, photos, and vehicle information.
• Coordinate listings, inquiries, title transfers, and sale paperwork.

Skills

Fleet operations experience

Vehicle compliance knowledge

Organization & detail orientation

Fleet software familiarity

Strong communication

Valid driver’s license

Tools

Fleetio

Job description

About the job

Fleet Operations Administrator

Sealing Agents, a division of The Agents Companies, is seeking a Fleet Operations Administrator to help manage the compliance, maintenance scheduling, and administration of our commercial fleet.

We operate a fleet of 300+ trucks and pieces of equipment across multiple states. This is an onsite office position for someone who is organized, detail-oriented, and experienced with commercial vehicles or fleet operations.

The ideal candidate will have 2+ years of experience in fleet operations, trucking, commercial vehicles, equipment, construction, or another DOT-regulated environment.

Responsibilities

• Manage vehicle titles, registrations, plates, renewals, and documentation
• Assist with IRP registrations, IFTA filings, UCR, HVUT, and DOT compliance
• Track inspection, registration, and permit expiration dates
• Maintain accurate and audit-ready vehicle records
• Coordinate paperwork with state agencies, insurance carriers, and vendors

Maintenance & Fleet Coordination

• Track preventive maintenance schedules across multiple shop locations
• Schedule DOT/state inspections, repairs, and outside vendor services
• Coordinate with shop foremen and mechanics to keep maintenance on schedule
• Monitor vehicle downtime and communicate with Operations
• Review work orders and repair documentation for accuracy and completeness

Vehicle Sales & Disposal

• Assist with selling or disposing of retired fleet vehicles and equipment
• Gather titles, maintenance history, photos, and vehicle information
• Coordinate listings, inquiries, title transfers, and sale paperwork

Qualifications

• 2+ years of experience working with commercial vehicles, fleet operations, trucking, equipment, dealerships, construction, or a related field
• Familiarity with vehicle compliance such as registrations, titles, IFTA, IRP, DOT records, or permits
• Strong organization, attention to detail, and follow-through
• Comfortable working with fleet software and learning new systems
• Strong communication skills and ability to coordinate across multiple locations
• Valid driver's license and clean driving record
• Willingness to travel as needed

Preferred Experience

• Experience completing IFTA filings and IRP renewals
• Multi-state vehicle titling and registration
• Fleetio or similar fleet management software
• Service writer, service advisor, or fleet administration experience
• Familiarity with commercial truck maintenance and repair invoices

What We're Looking For

We're looking for someone who takes ownership, stays ahead of deadlines, and pays attention to the details. The right person will notice when something doesn't look right, ask questions instead of making assumptions, and follow through until the job is complete.

About The Agents Companies

At The Agents Companies, we believe business is about people first. We are a family-oriented company that values our employees, supports one another, and creates opportunities for our people to grow and make a meaningful impact.

Benefits

• Health, Dental & Vision Insurance
• Health Savings Account (HSA)
• Health FSA & Dependent Care FSA
• 4% 401(k) Company Match
• Life Insurance
• Company-Paid Long-Term Disability Insurance
• Paid Time Off
• Additional employee benefits and programs

Location: Charlotte, NC

Schedule: Fully onsite, Monday through Friday

Employment Type: Full-Time

Compensation: $54,000–$66,000 annually, depending on experience

Employment is contingent upon successful completion of a background check and pre-employment drug screen, as well as eligibility for coverage under the company's vehicle insurance policy. Sealing Agents / The Agents Companies is an Equal Opportunity Employer.