Fleet Office Manager
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Job Location:
Sedalia, MO - USA
Monthly Salary:
Not Disclosed
Posted on:
Yesterday
Vacancies:
1 Vacancy
Job Summary
Pay:$50000.00 - $65000.00 per year
Job description:
Job Summary
The Fleet Office Manager is an administrative and operations role responsible forDOT/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 isnot 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 trackdaily DVIRsthrough Samsara; log defects and ensure timely corrective actions
- Create maintain and auditdriver qualification files including MVRs Clearinghouse records JJ Keller documentation and onboarding compliance
- Monitor DOT/FMCSA systems forratings 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 forDOT audits and internal compliance reviews
Fleet Maintenance & Work Order Coordination
- Review and processdaily service and repair requestssubmitted through B2W
- Create assign and enforcework ordersfor internal and external repairs
- Coordinate preventive maintenance schedules annual services and inspections
- Order parts createpurchase orders and coordinate work assignments with mechanics and vendors
- Ensure all invoices are accurately attached to corresponding work orders
Accounting & Invoice Administration
- Process and manage500800 fleet-related invoices per monthin Spectrum
- Scan rename code and file invoices according to accounting standards
- Match invoices to purchase orders and work orders
- Conductmonthly 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 distributeweekly 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 includingsnow 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 infleet administration fleet operations or DOT-compliant environments
- Working knowledge ofDOT/FMCSA regulations
- Experience managinghigh-volume invoice processingand vendor coordination
- Strong organizational documentation and follow-up skills
- Ability to work independently and manage competing deadlines
Preferred Qualifications
- Bilingual (Spanish & English)
- Experience inconstruction 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.
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
Required Experience:
IC
Key Skills
- AS400
- Transportation Management Systems
- Microsoft Outlook
- Vehicle Maintenance
- Dispatching
- Maintenance Management
- OSHA
- Maintenance
- Fleet Management
- Operating Systems
- Leadership Experience
- Logistics
About Company
GENERAL PURPOSE: Performs a variety of manual labor tasks that are assigned. Laborers work primarily outdoors and occasionally have to work in...
