Fleet Administrative Assistant

Job DetailsDescriptionOVERVIEW:The Administrative Assistant provides administrative support fleet vehicles and Encore Employees.Compensation for this role: $22.00/hr to $26.00/hr depending on experience. General ResponsibilitiesMaintain open communication lines with all working relationshipsFollow up to ensure items for which the job is accountable are performedEarn and maintain customer’s trustUphold the core values of the organizationWork well with others to accomplish the mission of the organization and of the jobSpecific ResponsibilitiesCompany Vehicle Fleet ManagementAssist with the oversight of the company fleet of autos, vans, pickups, and larger trucksEnsure new vehicles are properly prepped for useCoordinate the move and transfer of vehicles across the areas of work including out of stateCoordinate with vendors relating but not limited to:LabellingLicensing/RegistrationMotive camera installsInsuranceWashing/CleaningMechanical RepairsBody Shop RepairsDealershipsCoordinate with drivers to ensure proper maintenance and care of vehicles.Provide accurate registrations and insurance to the drivers, as they are updatedEnforce fleet procedures and uphold best practicesSetting up new drivers and aiding HR to run MVR’s on new driversAuditingConduct monthly reviews of leasing and fuel invoices and report anomaliesEnsure Motive system is up to dateUpdate drivers and navigate vehicle footage to route to the appropriate driver and manager when relevant.Ensure WEX fuel system software is up to dateEnsure Enterprise Fleet Management system is up to date with relevant informationReportingEnsure monthly reports are ready to be sent over to each DBU regarding which vehicles are assigned to them and properly update records when neededWork closely with HR when needing to update location on vehiclesOther Duties As May Be AssignedKNOWLEDGE, SKILLS AND ABILITIES:Knowledge OfEnterprise Fleet Management SoftwareWEX Fuel Card SoftwareMotive Camera SoftwareAlgebra and geometryFinancial mathSkill InActing as a self-starterWorking with little supervisionSpatial orientationCustomer managementListeningSpeaking intelligentlyAdapting to new and changing requirements, environments, and/or informationManaging people and processesUsing communication softwareEffective written and oral communication sufficient to be able to elicit and communicate information and achieve understandingEstablishing and maintaining effective working relationships with customers, vendors, consultants, management, and employeesOperating a computerOperate Microsoft office productsOrganizing work to accomplish tasksReading and writingPrioritizing and reprioritizing to meet job needsIdentifying and managing riskProblem solvingTracking numbers and bits of data relevant to the work assignmentAbility ToRetain and access critical information from memoryThink on your feetUnderstand when to speak and when not to speakBe personally detached from ideas (no ego)See things from multiple perspectivesPhysical RequirementsDrivingSittingClimbingLifting (up to 50 lbs)StandingStoopingVision acuity (near and far)WalkingRequirementsA High School Diploma is required with an acceptable driving record being preferred. Basic computer skills and knowledge in Microsoft products such as Word, Xcel, PowerPoint and CoPilot is preferredBenefits Of This RoleEncore Electric provides excellent benefits for our employees, including: medical, dental, and vision plans, disability, and life insurance, employee-matched 401(k), paid time off (PTO), an employee assistance program that includes counseling, legal, and financial advice. Encore also provides a generous employee referral program, and access to technical, safety, personal finance, and leadership training through Encore University, Encore’s in house training program.Applications will close for this position on: July 1, 2026 or when role has been successfully filled.For questions regarding this role, please contact: recruiting@encoreelectric.comTo request an accommodation during the application process, please contact HR@EncoreElectric.com.Encore Electric, Inc. is an EOE, including disability/vets.