Fleet & Vehicle Administration Specialist

Seneca Resources Company, LLC; Lincoln (AL); On-site; USD 51,577,000 - 74,501,000; Full time

Job summary

Seneca Resources Company, LLC is seeking an administrator to support a vehicle fleet and related support activities. You will inspect vehicles, manage mileage and maintenance records, schedule services with dealerships, coordinate with security, HR, and associates, and maintain fleet records in Agile systems.

The role involves updating paperwork for license plates, registrations, and insurance, coordinating with bodyshops, and assisting with end-of-life vehicle processes.

Qualifications

• Must have basic Microsoft software knowledge (Excel, Word, PowerPoint).
• Ability to learn new computer systems (Lotus Notes, Outlook, credit card systems).
• Must be willing to work outside ~4 hours/day, clean and drive vehicles.
• Strong communication and organizational skills are required.
• Excellent driving history.

Responsibilities

• Inspect vehicles and record mileage, maintenance, cleanliness, and wear.
• Prevent lot rot by driving and recording vehicles bi-monthly.
• Support company vehicle accidents as needed.
• Schedule service requests with outside dealerships.
• Coordinate scheduled services/issues with security.
• Schedule service requests with associates.
• Review completed services from prior day against the dealership’s listing.
• Support the local administration and human resources team with administrative tasks related to the associates.
• Understand the process of renewing lease, pool and departmental vehicle tags annually.
• Ensure proper paperwork is obtained for annual Mfg tag renewals (affidavits for Secretary of State / Bonds / Certificate of Liability).
• Coordinate accident reports.
• Scheduling of estimates with Bodyshop and repair appointments.
• Update fleet system, print paperwork for associates.
• Meet with associates to sign paperwork and ensure accuracy.
• On occasion, pick up plates from BMV and transfer plates between states.
• Coordinate replacement of license plates, registrations, insurance and keys.
• Coordinate with associates and their HR rep. to ensure timely and accurate lease vehicle service.
• Vehicle program – assist with ordering vehicles, inputting new profiles and dependent information into Agile system and overall maintenance.
• Maintain lease vehicle records, update Agile as lease vehicles are returned.
• Support vehicle end of life processes.
• Department vehicle swaps: interface with Dept. Managers to meet business needs.
• Understand how pool car list is maintained, changes, replacements, history.
• Transfer plates from states as needed.
• Track/file pool car agreements (Security updates / ADM files).
• Signing for and delivering packages / mail.

Skills

Microsoft Excel

Microsoft Word

PowerPoint

Tools

Lotus Notes

Outlook

Credit Card Systems

Job description

Seneca Resources Company, LLC is seeking an administrator to support a vehicle fleet and related support activities. You will inspect vehicles, manage mileage and maintenance records, schedule services with dealerships, coordinate with security, HR, and associates, and maintain fleet records in Agile systems.

The role involves updating paperwork for license plates, registrations, and insurance, coordinating with bodyshops, and assisting with end-of-life vehicle processes.