Fleet Operations Coordinator

5 days ago

Newark, Delaware, United States Drivo Rent A Car Full time
Fleet Manager Administrative Assistant

Drivo Rent A Car is a leading player in the car rental industry, committed to delivering exceptional service to our customers while fostering a supportive and inclusive work environment for our employees. We are seeking a strong manager and leader to manage locations and drive growth with us.

Why Choose Drivo Rent A Car?
  • 5 locations in New York and New Jersey airport, plus offices in Brooklyn and Manhattan
  • Growth plan for new locations at several airports
  • Training and Development: Great management training and access to ongoing training and development programs to enhance your skills and excel in your role

The Fleet Manager 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.

Key Responsibilities:
  • 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
  • Coordinate vehicle maintenance schedules, ensuring timely servicing and inspections in collaboration with the maintenance team
  • Assist with the processing of vehicle registrations, renewals, and insurance documentation
  • 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
  • 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
  • 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
  • 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
  • Assist in tracking fleet-related expenses, including fuel, maintenance, and repairs
  • Help the Fleet Manager monitor budget adherence and identify areas for cost savings

Administration, Automotive Technology, or a related field is preferred. 2+ years of administrative experience, preferably in fleet management, automotive, or a related industry. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with fleet management software. Basic knowledge of vehicle maintenance and automotive terminology is a plus. Experience in the car rental industry. Familiarity with fleet management software and systems. Experience in managing vendor relationships and procurement processes.

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