Job Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to support our fleet, IT, and uniform operations. This role is essential in ensuring smooth day-to-day administrative functions, including vehicle registration, title work, uniform inventory, IT coordination, and vendor communication. The ideal candidate is proactive, tech-savvy, and capable of managing multiple priorities in a fast-paced environment.

Key Responsibilities

Fleet & Compliance Support

• Maintain and update CLC hotel stays; close stays older than 90 days.
• Prepare and file IFTA reports.
• Travel to DMV and Courthouse for unit registration and lost plates.
• Complete title work for new purchases and refinances.
• Follow up with field staff for title documentation.
• Manage apportioned vehicles via the IRP website.
• Renew registrations for non-apportioned units.
• Submit monthly unit listings to the insurance provider.
• File 2290 forms and ensure timely submission.
• Process toll road payments and maintain accurate records.
• Issue and track temporary tags.
• File and log all invoices/receipts related to unit maintenance in DOT physical files.
• Conduct periodic audits of DOT physical files.

IT & Systems Administration

• Maintain an inventory of active/inactive IT devices.
• Order and set up new IT equipment.
• Create and deactivate company email accounts.
• Assist with new license setup and renewals.

Uniform Program Management

• Enter uniform charge-outs and track inventory.
• Communicate with Munro's regarding open orders and delivery status.
• Resolve invoicing and replenishment discrepancies.
• Order uniforms for new hires and existing staff.
• Pick up and ship uniforms to appropriate departments.
• Maintain accurate inventory of uniforms in stock.

Fuel Card Administration

• Investigate and resolve fuel card issues.
• Enter new employee PIN's for WEX fuel cards.
• Order and distribute new fuel cards.

Qualifications

• High school diploma or equivalent; associate degree preferred.
• 2+ years of administrative experience, preferably in fleet or operations.
• Strong organizational and multitasking skills.
• Proficient in Microsoft Office Suite.
• Excellent written and verbal communication skills.
• Ability to work independently and handle confidential information.

Preferred Skills

• Experience with DOT compliance and vehicle registration processes.
• Familiarity with uniform and IT inventory systems.
• Strong attention to detail and follow-through.