Job Description

Job Title: Fleet Assistant

Reports To: Fleet Manger

General Summary:

The Fleet Assistant is responsible for assisting the Fleet Manager in the overall management, maintenance, safety, compliance, and operational readiness of the company’s fleet of vehicles, facilities, equipment, and related assets. This position ensures that company locations and vehicles are safe, functional, well-maintained, and available to support daily operations.

The Fleet Assistant will coordinate repairs and vendors, maintain fleet management systems, maintain accurate records, and ensure compliance with company policies and applicable regulations.

This position works closely with Operations, Safety, Human Resources, Branch Managers, Service Managers, and other departments to identify needs, resolve issues, control costs, and continuously improve the company’s fleet and facilities operations.

To qualify for employment individuals must meet the basic qualifications and be able to perform the required competencies. Reasonable accommodations may be made to help people with disabilities perform in this position. 

Basic Qualifications – Required:

• 3 – 5 years in fleet mechanic experience
• Experience in fleet repairs for all size vehicles
• Familiar with repairs on Dodge, Toyota, Nissan, and Ford vehicles
• Experience with vendor coordination at multiple locations
• Valid motor vehicle operator’s license and safe operation
• Read, write, speak, and comprehend English 
• At least 18 years of age 
• Legal to work in the U.S. 
• Possess a high school diploma or G.E.D. 
• Reliable transportation to and from work 
• Available to work required days and times and travel as necessary
• Free of any illegal drug use, zero tolerance drug policy 

Basic Qualifications – Preferred:

• 2-year college degree
• Experience working with a fleet of 50+ vehicles
• Experience with Fleetio and Samsara
• Knowledge of workplace safety requirements

Required Credentials/Certifications(s):

• Pass the Quality Pro exam within 6 months  

Required Knowledge:

• Reading, writing and speaking English, and basic mathematics
• Communication technologies such as e-mail and web
• Excellent communication skills; communicate effectively through the chain of command
• Organizing and prioritizing tasks and time 
• Common business software (word processing, spreadsheets, e-mail, web)
• Standard safety procedures 
• Knowledge of DOT, OSHA, or other applicable fleet and workplace safety requirements
• Familiar with insurance claims on accidents

Required Skills:

• Reading, writing, arithmetic 
• Organizing and managing time 
• Getting results through others

Required Physical Abilities:

• Sit, stand, walk, hear, touch, talk, write, type, smell, drive, crouch, crawl, see close up and far away, use iPhone, use computer monitor and keyboard, ascend/descend a ladder, use small hand/power tools, lift and carry up to 50 pounds, and tolerate heights, confined working spaces, and variable weather conditions.

Required Competencies:

Mechanical and Shop Support

• Assist the in-house mechanic with preventive maintenance, vehicle inspections, and basic repairs within demonstrated qualifications.
• Support vehicle preparation, maintenance scheduling, parts inventory, and shop organization.
• Document completed maintenance and repairs accurately in the fleet management system.
• Report identified mechanical or safety concerns promptly.
• Follow established safety procedures and use appropriate tools and protective equipment.
• Assist in pick up of vehicles, tire rotations, and oil changes

Fleet Administration and Systems

• Enter, update, and maintain accurate fleet information in Fleetio and other approved company systems.
• Maintain records of vehicle assignments, mileage, inspections, registrations, insurance, maintenance, repairs, and related expenses.
• Create, update, and close maintenance work orders based on verified completion.
• Track preventive maintenance schedules and communicate upcoming or overdue services to the appropriate personnel.
• Assist with compiling fleet maintenance expenses, vehicle downtime, and repair history reports.
• Follow up with Branch Managers and approved vendors to obtain missing maintenance documentation.

Mechanical and Shop Support

• Assist the in-house mechanic with preventive maintenance, vehicle inspections, and basic repairs within demonstrated qualifications.
• Support vehicle preparation, maintenance scheduling, parts inventory, and shop organization.
• Document completed maintenance and repairs accurately in the fleet management system.
• Report identified mechanical or safety concerns promptly.
• Follow established safety procedures and use appropriate tools and protective equipment.

Facilities Coordination

• Maintain facility maintenance records, service requests, and vendor documentation.
• Assist with scheduling approved facility inspections, maintenance, and repairs.
• Track outstanding facility work orders and communicate updates to Operations leadership.
• Support Branch Managers with facility-related documentation and follow-up.

Administrative and Operational Support

• Prepare routine fleet and facilities reports for leadership.
• Assist with organizing vendor quotes, invoices, warranties, and service records.
• Support the development and documentation of standardized fleet and facilities procedures.
• Perform other related duties as assigned.

Compliance, Safety, and Risk Management

• Ensure fleet and facility practices are consistent with company safety policies and applicable federal, state, and local requirements.
• Maintain documentation necessary to demonstrate compliance with applicable fleet and facility requirements.
• Partner with the Safety Committee on vehicle safety initiatives, inspections, accident trends, and corrective actions.
• Ensure vehicles and facilities are removed from service when conditions present an unacceptable safety risk.

Systems, Reporting, and Documentation

• Maintain accurate and up-to-date fleet and facility information in company systems.
• Utilize fleet management and other technology platforms to track inspections, maintenance, work orders, vehicle condition, and expenses.
• Maintain organized records for inspections, repairs, warranties, contracts, permits, registrations, and other required documentation.

Other

• Performs other duties as required 

Required Performance Outcomes:

Fleet are presentable at all times 95% 

Trash removed daily from vehicles 

Vehicles cleaned inside and out on a weekly basis

Vehicles are safe to operate 

Accidents are reported within 24 hours 

Vehicle fleet inspected and maintained per requirements

Fleet is maintained and safe

I have read and understand my job description and I understand that the job offer is contingent upon my passing a drug screen 24 hours from receiving the job offer.

Applicant Name: Date:

Applicant Signature:

Manager Name: Date:

Manager Signature: