Administrative Assistant

2 weeks ago


Houston, United States The Hunton Group Full time

We are seeking a highly organized and initiative-taking Administrative Assistant to provide administrative support to the Asset/Fleet Manager. You will work with a wide variety of internal and external stakeholders to ensure administrative tasks, projects, and special assignments are completed. This position is located in zip code 77087. Administrative tasks will include, but not limited to the following:

Come work for an industry leader that has been recognized both locally and nationally as one of Top Work Places to Work

Essential Duties and Responsibilities

  • Provides administrative office support to the Fleet Manager; Serves as primary liaison/point of contact for the department and internal/external stakeholders; Communicates effectively at a high-level; Ensures the highest level of discretion in providing a comprehensive range of administrative assistant support.
  • Update and maintain the fleet database through timely processing of vehicle assignments, fuel pins, cost center and location information.
  • Ensure compliance with internal company processes and procedures; maintenance service schedules; mandatory inspections; company safety policies; applicable to fleet operations.
  • Coordinate with vendor call-center operations to review and authorize repair and maintenance service requests utilizing contracted and vendor network supplier base.
  • Reconcile and review weekly and monthly fleet invoices.
  • Collect and process vehicle registration renewal requirements.
  • Ensure vehicles are properly enrolled in the tolling system.
  • Review and reconcile tolls and violations.
  • Actively communicate with fleet manager; operations management; financial manager; vehicle/equipment operators; involving vehicle/equipment issues and concerns. Assure timely resolution of problems or conflicts.
  • Responsible for DMV vehicle registrations, inspections, licensing, and regulations
  • Assist with the preparation and review of reports, presentations (e.g., Word, Excel, PowerPoint, SharePoint, etc.), and other work of the Asset/Fleet Manager to ensure timeliness, appropriateness, and quality.
  • Update and maintain the tool database.
  • Manage and prepare Vehicle and Tool reconciliations and submit them to Financial Manager monthly.
  • Structure, organize, maintain, and manage the Asset/Fleet filing system - ensuring efficient document storage, retrieval, and compliance with data security protocols.
  • Other duties as assigned.
Education and requirements
  • HS Diploma
  • 2-5 years' administrative experience
  • MS Office Suite
  • Strong Excel experience and able to perform V Look up and create pivot tables
  • Research and analytical skills
  • Strong time management skills
  • Excellent verbal and written communication skills


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