Fleet Operations & Support Specialist

CTwater; San Jose (CA); On-site; USD 106,000 - 129,000; Full time

Job summary

San Jose Water Company seeks a Support Services Administrator to provide comprehensive administrative support to Fleet, Support Services, and Operations. You will handle data entry, invoicing, work orders, and records management while coordinating with internal departments, vendors, and service providers.

Responsibilities include scheduling, reporting, compliance with BIT/ CARB, and backup coverage for administrative functions. A degree is preferred and strong MS Office skills are required.

Qualifications

• Proficiency with Microsoft Office and related business apps.
• Strong written and verbal communication abilities.
• Solid data entry and records management skills.
• Ability to manage multiple priorities and meet deadlines.

Responsibilities

• Review vendor invoices against repair orders and close them in the fleet system.
• Prepare, code, and process fleet invoices for payment.
• Reconcile fleet credit card transactions and attach supporting receipts.
• Enter Purchasing Card transactions and link to repair orders.
• Export fuel reports and import into the fleet system.
• Maintain fleet records, BIT/CARB compliance, inspections, and licenses.
• Coordinate DMV vehicle registrations, title changes, renewals.
• Schedule vehicles for preventive maintenance and repairs.
• Monitor open repair orders and facilitate timely closeout.
• Maintain organized electronic and physical fleet files.
• Assist with fleet audits, regulatory reviews, and records requests.

Skills

Microsoft Office

Communication skills

Data entry

Time management

Attention to detail

Education

Associate or Bachelor's degree preferred

Tools

Fleet management software

E1

Purchase Card Systems

Job description

San Jose Water Company seeks a Support Services Administrator to provide comprehensive administrative support to Fleet, Support Services, and Operations. You will handle data entry, invoicing, work orders, and records management while coordinating with internal departments, vendors, and service providers.

Responsibilities include scheduling, reporting, compliance with BIT/ CARB, and backup coverage for administrative functions. A degree is preferred and strong MS Office skills are required.