Fleet Systems & Administration Coordinator

Gregory Construction; Columbus (MS); On-site; USD 55,000 - 75,000; Full time

Job summary

Gregory Construction is seeking a Fleet Systems & Administration Coordinator in Columbus, MS to manage fleet software, records, and administrative workflows. The role supports the Equipment Department across multiple systems and vendors, requiring strong data discipline and tech savvy.

The ideal candidate will have 3–5 years of admin or fleet support experience, excellent Excel skills, and the ability to learn and administer several software platforms quickly.

Qualifications

• 3–5 years of administrative, fleet, equipment, or operations support experience.
• Experience maintaining large databases or business systems.
• Strong Microsoft Excel and Microsoft Office skills.
• Exceptional attention to detail and organizational skills.
• Excellent written and verbal communication abilities.
• Ability to quickly learn and administer multiple software platforms.
• Preferred: Associate's degree in Business Administration, Information Systems, Construction Management, or a related field.
• Construction, fleet management, or heavy equipment industry experience.

Responsibilities

• Serve as the primary administrator for fleet management software and business systems.
• Maintain accurate equipment, vehicle, and asset records across multiple platforms.
• Create, modify, and manage user accounts and permissions.
• Coordinate software implementations, updates, and enhancements.
• Troubleshoot software issues alongside vendors and IT.
• Monitor data integrity and resolve discrepancies between systems.
• Maintain vehicle registrations, titles, licensing records, and renewal schedules.
• Coordinate equipment and vehicle insurance documentation.
• Process COIs and insurance documentation.
• Administer the fuel card program and manage cards.
• Monitor transactions and investigate irregularities.
• Maintain vendor portals and account information.
• Generate recurring reports for department leadership.
• Assist with fleet audits, inventory verification, and data analysis.

Skills

Microsoft Excel

Microsoft Office

Attention to detail

Organizational skills

Written and verbal communication

Learning multiple software platforms

Education

Associate's degree

Tools

Fleetio

VisionTrack

Motive

ToolSense

CAT VisionLink

OVI

United Rentals

Herc Rentals

Job description

Gregory Construction

Fleet Systems & Administration Coordinator

Columbus, MS 39701

Location: Columbus, MS (On-Site)
Company: Gregory Construction
Job Type: Full-Time

About Gregory Construction

Gregory Construction is a leading heavy civil contractor specializing in mission-critical and infrastructure projects across the Southeast, Mid-Atlantic, and Midwest. We are committed to honoring God, serving others, pursuing excellence, and growing profitably while living out our Core Values of Safety, Integrity, Excellence, Communication, and Determination.

We are looking for a highly organized Fleet Systems & Administration Coordinator to manage the business systems, fleet records, software platforms, and administrative processes that support our Equipment Department. This position is ideal for someone who enjoys working with technology, databases, and operational systems while ensuring accuracy across multiple platforms.

What You'll Do

Fleet Systems Administration

• Serve as the primary administrator for fleet management software and business systems.
• Maintain accurate equipment, vehicle, and asset records across multiple platforms.
• Create, modify, and manage user accounts and permissions.
• Coordinate software implementations, updates, and enhancements.
• Troubleshoot software issues alongside vendors and IT.
• Monitor data integrity and resolve discrepancies between systems.

Fleet Administration

• Maintain vehicle registrations, titles, licensing records, and renewal schedules.
• Coordinate equipment and vehicle insurance documentation.
• Process equipment additions, removals, and Certificates of Insurance (COIs).
• Maintain claim documentation and support annual insurance renewals.
• Administer the company's fuel card program.
• Issue, replace, and deactivate fuel cards.
• Monitor transactions and investigate irregularities.
• Maintain vendor portals, user access, and account information.
• Support vendor documentation and administrative requests.

Equipment Records & Reporting

• Maintain complete equipment and fleet master records.
• Coordinate documentation for new equipment and retired assets.
• Ensure telematics, registrations, insurance, and supporting records are accurate.
• Generate recurring reports for department leadership.
• Assist with fleet audits, inventory verification, and data analysis.

Systems You'll Work With

Experience with the following is a plus:

• Fleetio
• VisionTrack
• Motive
• ToolSense
• CAT VisionLink
• OVI
• United Rentals
• Herc Rentals

Qualifications

Required

• 3–5 years of administrative, fleet, equipment, or operations support experience.
• Experience maintaining large databases or business systems.
• Strong Microsoft Excel and Microsoft Office skills.
• Exceptional attention to detail and organizational skills.
• Excellent written and verbal communication abilities.
• Ability to quickly learn and administer multiple software platforms.

Preferred

• Associate's degree in Business Administration, Information Systems, Construction Management, or a related field.
• Construction, fleet management, or heavy equipment industry experience.
• Experience administering multiple software platforms simultaneously.

What We're Looking For

The ideal candidate is someone who:

• Enjoys working with systems, technology, and data.
• Has outstanding attention to detail.
• Takes pride in maintaining accurate records.
• Is highly organized and self-motivated.
• Can troubleshoot problems and improve processes.
• Works well with multiple departments and external vendors.
• Maintains confidentiality and professionalism.

Why Gregory Construction?

This position is a vital part of our Equipment Department and plays a direct role in supporting fleet operations across multiple states. If you're passionate about systems, organization, and keeping operations running efficiently, we'd love to have you on our team.

We consider all applicants for positions without regard to race, color, religion, sex, national origin, citizenship, age, mental or physical disabilities, veteran/reserve/national guard or any other similarly protected status. We also comply with all applicable laws governing employment practices and do not discriminate on the basis of any unlawful criteria.
Accessibility: If you need an accommodation as part of the employment process please contact Human Resources at
Phone: [phone]
Email: [e-mail]
Equal Opportunity Employer, including disabled and veterans.
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