Fleet Manager Administrative Assistant

2 months ago

Newark, United States Drivo Rent A Car Full time

Drivo Rent A Car is a leading player in the car rental industry, we are committed to delivering top-notch service to our customers while fostering a supportive and inclusive work environment for our employees. Be part of a supportive and collaborative work culture where your contributions are valued and recognised. Looking for strong manager and leader to manage locations and grow with us.


Why Choose Drivo Rent A Car?


With 5 locations in New York and New Jersey airport plus offices in Brooklyn and Manhattan

Growth plan for new locations at several airports

Have been in business for over 10 years

Exciting Opportunities:

Enjoy competitive compensation, opportunities for advancement within the company.

Positive Work Environment:

Training and Development: Great management training and Access ongoing training and development programs to enhance your skills and excel in your role.


Job Summary:


The Car Rental Fleet Management Administrative Assistant provides essential support to the fleet management team by handling various administrative tasks, coordinating fleet activities, and ensuring smooth day-to-day operations. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks efficiently. The Administrative Assistant will work closely with the Fleet Manager and other team members to maintain accurate records, coordinate vehicle maintenance, and assist with various administrative functions.


Key Responsibilities:


1. Administrative Support:

- Provide general administrative support to the Fleet Manager and fleet management team, including scheduling meetings, managing calendars, and handling correspondence.

- Prepare and maintain detailed records, reports, and documentation related to fleet operations, including vehicle registration, maintenance schedules, and compliance records.

- Assist with the preparation of presentations, reports, and other materials as needed.


2. Fleet Coordination:

- Coordinate vehicle maintenance schedules, ensuring timely servicing and inspections in collaboration with the maintenance team.

- Track vehicle availability and assist in the allocation of vehicles to meet rental demand across multiple locations.

- Assist with the processing of vehicle registrations, renewals, and insurance documentation.


3. Data Management and Reporting:

- Maintain accurate and up-to-date records of fleet inventory, including vehicle acquisition, assignments, maintenance history, and disposal.

- Assist in generating regular reports on fleet performance, utilization, and expenses for review by the Fleet Manager.

- Input and manage data in fleet management software, ensuring all information is current and accurate.


4. Vendor and Supplier Coordination:

- Communicate with external vendors and service providers regarding vehicle maintenance, repairs, and parts orders.

- Assist with the procurement of vehicle parts, supplies, and services by obtaining quotes, placing orders, and tracking deliveries.

- Maintain relationships with vendors to ensure timely and cost-effective service.


5. Compliance and Documentation:

- Ensure all fleet-related documentation is accurate, complete, and filed in accordance with company policies and legal requirements.

- Monitor and track vehicle registrations, insurance, and inspection dates to ensure compliance with local, state, and federal regulations.

- Assist with preparing documents and reports for audits or inspections.


6. Customer and Staff Interaction:

- Provide support to rental staff regarding vehicle availability, condition, and scheduling.

- Facilitate communication between the fleet management team and other departments to ensure smooth operations.


7. Expense Tracking and Budget Assistance:

- Assist in tracking fleet-related expenses, including fuel, maintenance, and repairs.

- Help the Fleet Manager monitor budget adherence and identify areas for cost savings.

- Process invoices and coordinate with the finance department to ensure timely payments to vendors.


8. Miscellaneous Duties:

- Assist with special projects or tasks as assigned by the Fleet Manager.

- Support fleet management in implementing new processes or technology enhancements to improve efficiency.

- Ensure the office and work areas are organized and stocked with necessary supplies.


Qualifications:


Administration, Automotive Technology, or a related field is preferred.

- 2+ years of administrative experience, preferably in fleet management, automotive, or a related industry.

- Strong organizational and multitasking skills with attention to detail.

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with fleet management software.

- Excellent communication skills, both written and verbal.

- Ability to work independently and as part of a team in a fast-paced environment.

- Basic knowledge of vehicle maintenance and automotive terminology is a plus.

- Valid driver’s license.


Preferred Qualifications:

- Experience in the car rental industry.

- Familiarity with fleet management software and systems.

- Experience in managing vendor relationships and procurement processes.


Compensation:

- Salary $55,000 per year

- Comprehensive benefits package

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