Fleet Office Manager

Job Summary
The Fleet Office Manager is an administrative and operations role responsible for DOT/FMCSA compliance, fleet maintenance coordination, high-volume invoice processing, and fleet systems administration. This position serves as the central point of accountability for fleet documentation, regulatory deadlines, work orders, and vendor coordination across multiple platforms.

This is not a clerical position. The Fleet Office Manager operates independently, manages compliance risk, and supports operational uptime for a regulated, multi-vehicle fleet environment.

Duties

DOT & Regulatory Compliance (Critical Priority)

• Monitor, review, and track daily DVIRs through Samsara; log defects and ensure timely corrective actions
• Create, maintain, and audit driver qualification files, including MVRs, Clearinghouse records, JJ Keller documentation, and onboarding compliance
• Monitor DOT/FMCSA systems for ratings, violations, and compliance notices
• Coordinate and track regulatory filings and renewals, including:
• Vehicle registrations, insurance, and emissions
• UCR filings
• MCS-150 updates (biennial)
• Form 2290 (HVUT)
• Prepare and organize documentation for DOT audits and internal compliance reviews

Fleet Maintenance & Work Order Coordination

• Review and process daily service and repair requests submitted through B2W
• Create, assign, and enforce work orders for internal and external repairs
• Coordinate preventive maintenance schedules, annual services, and inspections
• Order parts, create purchase orders, and coordinate work assignments with mechanics and vendors
• Ensure all invoices are accurately attached to corresponding work orders

Accounting & Invoice Administration

• Process and manage 500–800 fleet-related invoices per month in Spectrum
• Scan, rename, code, and file invoices according to accounting standards
• Match invoices to purchase orders and work orders
• Conduct monthly invoice-to-work-order reconciliation audits
• Manage fleet-related credit card documentation and recurring vendor payments (e.g., NAPA)

Fleet Systems & Asset Administration

• Maintain and update master fleet and equipment lists
• Add new vehicles and equipment into fleet and accounting systems
• Assign, track, and manage:
• Fuel cards (activation, blocking, reporting)
• Insurance cards
• E-470 transponders
• Generate and distribute weekly fuel usage reports
• Manage fleet access administration (door codes, alarm users) as assigned

Reporting, Planning & Operational Support

• Prepare weekly DVIR and compliance summaries
• Track upcoming annual inspections and notify drivers and supervisors of due dates
• Coordinate deliveries, verify receipt, and ensure proper placement
• Support seasonal operations, including snow removal fleet readiness and documentation

Systems Utilized

• Samsara
• B2W
• Spectrum
• JJ Keller
• Fuel management platforms
• Microsoft Excel (intermediate to advanced)

Required Qualifications

• 3+ years of experience in fleet administration, fleet operations, or DOT-compliant environments
• Working knowledge of DOT/FMCSA regulations
• Experience managing high-volume invoice processing and vendor coordination
• Strong organizational, documentation, and follow-up skills
• Ability to work independently and manage competing deadlines

Preferred Qualifications

• Bilingual (Spanish & English)
• Experience in construction, landscaping, civil, transportation, or heavy equipment fleets
• Experience supporting or preparing for DOT audits
• Advanced Excel or fleet reporting experience

This position offers an opportunity to lead a vital department within our organization while utilizing a diverse skill set to ensure operational excellence.