Fleet Administrative Assistant

3 weeks ago

Gainesville, United States Sparks Group Full time
Job Summary/Company: Sparks Group has partnered with a well known paving company based in the Northern Virginia area that is seeking a Fleet Administrative Assistant . This position is a direct hire role and it is fully onsite with no option of remote work. If you have 2+ years of administrative experience in a shop, fleet management or logistics environment, this may be the perfect opportunity for you. Please apply today

Responsibilities:
  • Fleet Vehicle Management: Handle titling, registration, and plate management for all fleet vehicles.
  • DMV Paperwork: Process and submit DMV paperwork and make necessary trips to the DMV for vehicle-related matters.
  • Equipment Overloads: Ensure that 5% overloads are factored into equipment purchases and registration renewals.
  • HVUT 2290 Forms: Submit annual HVUT 2290 IRS forms for heavy-weight vehicles (SPC and STC).
  • DOT Logs: Receive, organize, and file DOT driver logs.
  • DOT Vehicle List: Maintain and update the electronic DOT vehicle list.
  • Driving Records: Request and enter driving records into designated forms.
  • Employee Training: Coordinate and schedule training sessions for shop employees.
  • Pre-Trip Inspections: Collect and file pre-trip inspection logs.
  • Crane Inspections: Schedule and coordinate annual crane inspections.
  • Shop Equipment Maintenance: Arrange inspections and preventative maintenance for air compressors, garage doors, and shop gates.
  • FMCSA Compliance: Collect and file FMCSA compliance documentation.
  • Driver Files: Manage driver files, ensuring all documentation is properly organized.
  • Claim Management: Manage fleet insurance claims by scanning documents and maintaining accurate records.
  • Insurance Records: Ensure all documentation related to insurance and fleet management is well-organized.
  • General Administration: Perform other administrative duties as assigned.

Qualifications/Background Profile:
  • High school diploma or equivalent.
  • Minimum 2 years of administrative or clerical experience, ideally in a shop, fleet management, or logistics setting.
  • Proven ability to handle DMV paperwork, fleet registration, or vehicle titling is a strong asset.
  • Valid driver's license is mandatory.
  • Must successfully pass a background check and drug screening
  • Familiarity with: DMV procedures, fleet management, DOT regulations
  • Understanding of: Federal/state regulations (vehicle inspections, HVUT, FMCSA)
  • Basic knowledge of: Vehicle maintenance schedules (cranes, compressors, garage doors, gates)
  • Strong organizational skills: Accurate record management
  • Proficient in: Microsoft Office Suite, digital/physical filing systems
  • Excellent communication skills: Coordinating services, scheduling appointments
  • Strong time management skills: Prioritizing tasks, meeting deadlines



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This job is In-Person.

We offer several comprehensive benefits package including health and life insurance, paid and unpaid time off, and retirement and savings plans to qualifying employees.

Download the Sparks Group mobile app from Apple App Store or Google Play .

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Sparks Group is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, pregnancy, citizenship, family status, genetic information, disability, or protect veteran status.

This Position Requires U.S. Citizenship

This Position May Either Require COVID-19 Vaccination or Regular Testing

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