Fleet Support Specialist

ProspectBlue; Richmond (VA); On-site; USD 42,000 - 65,000; Full time

Job summary

ProspectBlue is partnering with a Richmond-based company to hire a Fleet Administrator. The role supports the Fleet Manager by handling fleet data, registration, fuel card management, and SOP documentation for a fleet of over 1700 vehicles.

You will learn the branch structure, assist with daily tasks, respond to requests, track maintenance records, review fuel reports, and contribute to process improvements and database updates using MS Office tools.

Qualifications

• Associate or bachelor’s degree preferred.
• 2 years’ experience in logistics and/or accounting.
• Excellent attention to detail and strong organization.
• Ability to prioritize tasks and work quickly and efficiently.
• Understanding of automobiles including specifications, leasing, and maintenance.
• Analytical mindset and strong written and verbal communication skills.
• Proficiency with Microsoft Office (Excel, Access).

Responsibilities

• Fleet managers inbox support – respond to requests and escalate when needed.
• Maintenance record tracking – update repair invoices.
• Review fuel reports and escalate potential fraud.
• Develop SOP documentation in collaboration with Fleet Admin.
• Fleet database validation and sanitization (licensing and registration).
• ODT and Access database updates.
• Timely responses to Jira tickets and follow up on backlog.
• Confirm driver data and vehicle assignments.
• Monthly odometer readings for select lessors.

Tools

Excel

Access

Job description

Job Description

ProspectBlue has partnered with a Richmond-based company that is looking to add a Fleet Administrator to its growing team.

The Fleet Support Specialist position will work with the Fleet Administrator and report to the Fleet Manager and will be responsible for supporting the day-to-day activities involved in supporting a fleet of over 1700 vehicles. This role will be primarily responsible for learning about the Branch structure, the fleet composition, and the daily, monthly, and annual activities required for maintaining the fleet. The Fleet Administrator will assign responsibilities to the Support Specialist as they become familiar with the role and take on responsibility for activities including fleet database management, Branch inquiry and request support, vehicle registration support, fuel card management, and Fleet SOP documentation.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Fleet Managers inbox support – directly responding to requests and escalating to Fleet Administrator and/or Manager when needed.
• Maintenance record tracking – updating DQ AM with repair invoices.
• Reviewing fuel reports and escalating potential instances of fraud to the Admin and/or Manager.
• Developing the SOP document in collaboration with Fleet Admin.
• Proactive fleet database validation and sanitization (licensing and registration).
• ODT Database updates.
• Access Database updates.
• Timely responses to new Jira support tickets and proactive follow up on outstanding tickets in the backlog.
• Proactively confirming driver data and vehicle assignments.
• Performing recurring monthly odometer readings for select lessors (Ryder and Penske).

Additional duties:

• Submitting toll violations.
• Insurance card updates.
• Fuel pins updating Holman, DQ, and Branch.
• Support on larger Fleet endeavors such as truck utilization and outreach to Branch leadership for forklift, Combi, Moffett insights.

EDUCATION & EXPERIENCE REQUIREMENTS

• Associate or bachelor’s degree preferred
• 2 years’ experience in logistics and/or accounting

QUALIFICATIONS AND PREFERRED SKILLS:

• Excellent attention to detail and strong organization
• Ability to prioritize tasks and work quickly and efficiently
• Understanding of automobiles including specifications, leasing, and maintenance
• Analytical mindset and excellent critical thinking skills
• Strong Microsoft Office experience including excel and access
• Strong oral and written communication skills
• Proven ability to interact with associates at all levels and provide excellent customer service