Operations Specialist, Fleet Administration (41143)

BIG GEYSER INC; Village of Brewster (NY); On-site; USD 55,000 - 60,000; Full time

Benefits offered by this job

Medical

Dental

Vision

FSA

401(k) + Generous Match

Retirement Savings

Paid Vacation

Paid Sick Time

Paid Family Leave

Job summary

Big Geyser Inc. in Brewster, NY is hiring an Operations Specialist, Fleet Administration to provide day-to-day administrative support for the truck fleet.

You will maintain fleet records, assist with registrations, inspections, and insurance, and track outstanding items with various departments and vendors. The role collaborates with Operations, Fleet and Safety, HR, drivers, and third-party vendors and is located at the Brewster office.

Qualifications

• High school diploma or equivalent required; associate degree or additional education in business, transportation, or related field preferred.
• Previous administrative experience in transportation, trucking, fleet management, logistics, operations, or related environment preferred.
• Strong organizational skills and attention to detail.
• Ability to manage multiple assignments, deadlines, and follow-up items simultaneously.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Outlook, Excel, and other business systems.
• Experience with fleet management, telematics, toll, or compliance systems such as Samsara, Fleet worthy, or E-ZPass preferred.
• Ability to handle confidential and sensitive business information appropriately.
• Familiarity with AI tools such as Claude, ChatGPT, or similar platforms preferred; full proficiency not required.
• Willingness to learn and use AI tools to support daily tasks.

Responsibilities

• Provide administrative support for day-to-day truck fleet operations.
• Maintain organized and accurate electronic and physical fleet records.
• Assist with vehicle registrations, inspections, permits, insurance records, and other required fleet documentation.
• Track outstanding administrative items and follow up with the appropriate departments, drivers, or vendors.
• Maintain fleet and driver compliance trackers and support documentation.
• Maintain records in Fleet worthy and other company-designated fleet management systems.
• Monitor Samsara notifications and assist with required administrative follow-up.
• Coordinate and document driver coaching activities resulting from Samsara safety events or identified concerns.
• Maintain driver coaching records, acknowledgments, corrective-action documentation, and related supporting records.
• Follow up with drivers and managers to ensure required documentation is completed and returned.
• Assist with maintaining driver compliance records and tracking outstanding items.
• Research parking tickets, traffic violations, toll violations, and other vehicle-related citations.
• Identify the applicable vehicle and driver using available company records.
• Prepare and process affidavits and other supporting documentation when required.
• Manage administrative follow-up related to E-ZPass, tolls, parking tickets, and traffic violations.
• Maintain records of violations, supporting documentation, responses, and resolutions.
• Coordinate with appropriate vendors and internal departments to ensure violations are addressed promptly.
• Escalate unresolved items to the appropriate manager.
• Prepare routine fleet reports, spreadsheets, trackers, and supporting documentation.
• Review fleet records for missing, incomplete, or outdated information and follow up as necessary.
• Assist with audit preparation by organizing requested fleet and compliance records.
• Monitor upcoming expiration dates, renewals, registrations, inspections, and other administrative deadlines.
• Communicate outstanding items and exceptions to Operations and Fleet management.
• Assist with special projects and other operational administrative responsibilities as assigned.

Skills

Strong communication

Strong organizational skills

Multi-tasking

Written and verbal communication

Education

High school diploma or equivalent

Associate degree or higher in business/transportation

Tools

Samsara

Fleetworthy

E-ZPass

Outlook/Excel

Job description

Job Details: Job Location: Brewster - Brewster, NY 10509, Salary Range: $55,000.00 - $60,000.00 Salary/year, At Big Geyser Inc., we are New York's largest non-alcoholic family-owned beverage distributor.

As New York's exclusive distributor for top selling brands such as Bloom, C4, Celsius, Essentia, Hal's New York, Liquid Death, Poppi and many more.

Big Geyser is a leading force in the beverage and snack business.

If you are looking to join a collaborative team that is rapidly expanding and promotes career development, Big Geyser is where you belong!

We offer competitive compensation and a comprehensive benefits package which includes Medical, Dental, Vision, FSA, 401(k) + Generous Match, Retirement Savings, Paid Vacation, Paid Sick Time, Paid Family Leave and much more.

• Medical
• Dental
• Vision
• FSA
• 401(k) + Generous Match
• Retirement Savings
• Paid Vacation
• Paid Sick Time
• Paid Family Leave

About the Position

The Operations Specialist, Fleet Administration provides day-to-day administrative support for the company's truck fleet operations. This position maintains accurate fleet records, follows up on driver safety and compliance matters, research and processes vehicle-related violations, and ensures required documentation is completed and properly maintained. Reporting to the Director of Safety and based in the Brewster office, the role works closely with Operations, Fleet and Safety, Human Resources, drivers, and third-party vendors to keep fleet administrative activities organized, timely, and accurately documented. This role will be located in Big Geyser's Brewster, NY Office.

Key Responsibilities:

Fleet Administration and Recordkeeping

• Provide administrative support for day-to-day truck fleet operations.
• Maintain organized and accurate electronic and physical fleet records.
• Assist with vehicle registrations, inspections, permits, insurance records, and other required fleet documentation.
• Track outstanding administrative items and follow up with the appropriate departments, drivers, or vendors.
• Maintain fleet and driver compliance trackers and support documentation.
• Maintain records in Fleet worthy and other company-designated fleet management systems.

Driver Safety and Compliance Administration

• Monitor Samsara notifications and assist with required administrative follow-up.
• Coordinate and document driver coaching activities resulting from Samsara safety events or identified concerns.
• Maintain driver coaching records, acknowledgments, corrective-action documentation, and related supporting records.
• Follow up with drivers and managers to ensure required documentation is completed and returned.
• Assist with maintaining driver compliance records and tracking outstanding items.

Parking Tickets, Tolls, and Traffic Violations

• Research parking tickets, traffic violations, toll violations, and other vehicle-related citations.
• Identify the applicable vehicle and driver using available company records.
• Prepare and process affidavits and other supporting documentation when required.
• Manage administrative follow-up related to E-ZPass, tolls, parking tickets, and traffic violations.
• Maintain records of violations, supporting documentation, responses, and resolutions.
• Coordinate with appropriate vendors and internal departments to ensure violations are addressed promptly.
• Escalate unresolved items to the appropriate manager.

Reporting and Administrative Support

• Prepare routine fleet reports, spreadsheets, trackers, and supporting documentation.
• Review fleet records for missing, incomplete, or outdated information and follow up as necessary.
• Assist with audit preparation by organizing requested fleet and compliance records.
• Monitor upcoming expiration dates, renewals, registrations, inspections, and other administrative deadlines.
• Communicate outstanding items and exceptions to Operations and Fleet management.
• Assist with special projects and other operational administrative responsibilities as assigned.

Qualifications: We we are looking for in the ideal candidate

• High school diploma or equivalent required; associate degree or additional education in business, transportation, or a related field preferred.
• Previous administrative experience in transportation, trucking, fleet management, logistics, operations, or a related environment preferred.
• Strong organizational skills and attention to detail.
• Ability to manage multiple assignments, deadlines, and follow-up items simultaneously.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Outlook, Excel, and other business systems.
• Ability to research discrepancies and maintain accurate records.
• Experience with fleet management, telematics, toll, or compliance systems such as Samsara, Fleet worthy, or E-ZPass preferred.
• Ability to handle confidential and sensitive business information appropriately.
• Familiarity with AI tools such as Claude, ChatGPT, or similar platforms preferred; full proficiency not required.
• Willingness to learn and use AI tools to support daily tasks such as drafting communications, summarizing information, and organizing data.
• Ability to handle confidential and sensitive business information appropriately.

Skills and Competencies

• Strong communication and interpersonal skills, with the ability to work professionally and effectively with drivers, helpers, managers, Sales, Customer Service, Safety, Garage, Warehouse, vendors, and other departments.
• Strong organizational skills, follow-through, sense of urgency, and attention to detail, with the ability to manage multiple priorities and deadlines in a fast-paced delivery environment.
• Comfortably using fleet management systems, reports, spreadsheets, email, dashboards, and other operational platforms, including Samsara and Fleetworthy.
• Ability to research issues, maintain accurate documentation, and follow matters through to resolution.
• Ability to follow company policies, safety requirements, applicable union contract guidelines, established procedures, and management direction.
• Strong problem-solving skills with the ability to identify discrepancies, gather supporting information, and escalat[e] issues when appropriate.
• Ability to maintain professionalism and confidentiality when handling driver, vehicle, compliance, and operational records.
• Dependable and team-oriented, with a willingness to provide administrative support across Fleet and Operations as business needs arise.