Management - administrative assistant

Fleet Management - Administrative Assistant
Location: Mansfield, OH
Date Posted: 10/20/2025
Pay Range: N/A
Salary Interval: Hourly Non Exempt

Application Instructions

Qualified applicants can apply online at adenacorporation.com/careers or in person at 1310 West 4th Street, Mansfield, OH

Resumes can be submitted to [email protected]

Position Description

The Fleet Management Administrative Assistant will assist the Fleet Manger with company vehicle and equipment management, ensuring compliance with mandatory regulations, timely scheduling of maintenance, maintaining accurate data within company systems and preparing/updating various reports.

Position Requirements

Primary Job Responsibilities:

1. Process required data and paperwork for new vehicles and equipment, vehicle and equipment sales, and vehicle tags / titles / registrations / renewals to ensure business compliance with standardized registration policies and CMV identification
2. Assist in distributing and monitoring approved capex description vs. equipment acquisition specifications
3. Assist with fixed asset inventory and maintain records of vehicle and equipment maintenance schedules including scheduling repairs and tracking maintenance history electronically
4. Process monthly fuel usage reports to monitor fuel consumption and costs
5. Reconcile fuel deliveries and invoices
6. Compile accident and damage reports
7. Coordinate vehicle and equipment insurance claims
8. Update / monitor company fuel system, charge out fuel and process weekly invoices
9. Administer Fleet software to include vehicle and equipment specific data
10. Assist in producing and distributing information and automated reports specific to safe vehicle operations
11. Prepare and maintain job lists as required ensuring accurate charge out of vehicles and equipment
12. Update security software related to new hires and terminated employees
13. Update and maintain capital expenditure records
14. Assist in completing and filing compliance documents related to FMCSA and DOT including MVR requirements related to insurance renewal, annual review of driving records and annual certification of driving violations
15. Provide general administrative support to Fleet Management
16. Prepare and manage logistics documentation, ensuring compliance with shipping regulations and maintaining accurate records of incoming and outgoing shipments
17. Serve as a point of contact for internal and external stakeholders, responding to inquiries and coordinating with vendors and transport partners to ensure timely deliveries
18. Compile reports on logistics operations, track key performance indicators (KPIs), and assist in data entry tasks to maintain accurate records
19. Assist with documenting logistics policies and procedures
20. Assist with the RFP/RFQ process
21. Assist with report preparation related to cost, revenue, and margin
22. Reconcile, approve, and submit freight invoices for payment

Desired Qualifications:

1. Minimum of 2 years in an administrative role
2. Demonstrate ability to work independently
3. Prioritize in a fast-paced, multi-task environment
4. Exhibit integrity and professionalism
5. Above average proficiency in Microsoft Office and Excel
6. Knowledge of medium to heavy duty vehicles and equipment is a plus
7. Familiar with FMCSA and DOT regulations and requirements is a plus
8. Establish positive working relationships with multiple levels of employees and management
9. Must possess excellent verbal and written communication skills
10. High level of organization and accuracy is expected
11. Must demonstrate commitment to company values
12. Follow up on tasks and assignments in a timely manner
13. Comply with all operating policies and procedures
14. Think strategically, make sound decisions, and produce accurate and timely results

Equal Opportunity Employer

Equal Opportunity Employer

PI279002470