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Fleet Specialist Admin
2 months ago
Haffner's: A Regional Leader Fueled by Family, Integrity, and Safety.
At Haffner's, we're more than a company – we're a family. As a prominent wholesale fuel distributor in New England, we've established a strong presence, managing 72 gas stations, convenience stores, car washes, and food service locations. Our renowned Haffner's brand operates across Massachusetts, New Hampshire, and Maine.
We go beyond fuel distribution, offering heating oil, propane, and HVAC services to 45,000 customers across the region. Our commitment to integrity and safety is unwavering; it's in everything we do. We prioritize building relationships and consistently doing the right thing.
Our culture thrives on growth, innovation, and excellence. As a part of our team, you'll contribute to our ongoing success, embracing the core values of "Fueled by Family," "Always do the right thing," and "Safety...In everything we do." Join us and be a part of a dynamic, forward-thinking organization that's shaping the future across diverse business markets.
Job Summary:
The Fleet Admin works closely with drivers, mechanics team members and the Fleet Manager to ensure the efficient and safe operation of the fleet.
Specific Responsibilities:
- Verify and process authorized vendor invoices and make vendor payments in a timely and accurate manner.
- Schedule and coordinate routine maintenance and repairs for company vehicles to ensure they are safe and in optimal working condition.
- Provide support and assistance to drivers regarding vehicle issues, maintenance schedules, and safety procedures.
- Match supplier invoices to draft notices, reconcile payment amounts and process as paid.
- File paid and unpaid invoices and statements.
- Research and resolve vendor inquiries regarding billing, payment, etc.
- Answer all vendor inquiries.
- Work with the Fleet Manager to design and implement best practices for Fleet Department.
- Assist Fleet Admin recording outside and internal billing in Fleet Management System (currently Fleetio)
Skills:
- Maintain discretion and confidentiality regarding company information.
- Excellent communication and organizational skills.
- Prioritize and plan work activities and use time efficiently.
- Ability to work independently and as a team player.
- Results-orientated with a willingness to take responsibility and initiative.
- Strong attention to detail.
- Ability to identify and resolve problems in a timely manner.
- Demonstrate accuracy and thoroughness, monitor your own work to ensure quality and apply feedback to improve performance.
- Adapt to changes in the workplace, manage competing demands, and can deal with frequent change, delays, or unexpected events.
Qualifications:
- High school diploma or equivalent.
- Post-secondary two-year degree preferred.
- 3+ years of experience in accounts payable.
- Experience working with integrated accounting systems, Microsoft Dynamics Great Plains preferred.
- Experience Working with Fleetio, Samsara Logistics and other fleet management systems.
Haffner’s is committed to equal employment opportunity and providing reasonable accommodations to those with physical and/or mental disabilities. We value and encourage diversity and do not discriminate based on race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, military and veteran status, gender identity or expression, genetic information, change of sex or transgender status, or any other basis protected by federal, state, or local law.
Haffner’s is committed to providing a safe work environment for all employees.
Requirements: