Fleet Operations & Compliance 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

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.