Fleet Administrator

Key Responsibilities

Maintain and analyze data on maintenance costs, fuel usage, utilization and downtime using fleet management software and telematics systems. Prepare lifecycle cost analyses and total cost of ownership models to inform repair vs. replacement decisions. Develop and automate dashboards and reports in Excel and Power BI, using pivot tables, to highlight fleet performance trends, high-cost units and under-utilized assets.

Present findings and recommendations to operations and finance leadership. Forecast equipment needs with team and reallocate equipment to maximize utilization across job sites. Coordinate equipment moves between job sites; assist physically with moving and staging heavy equipment when needed and supervise drivers/vendors.

Develop and manage preventive maintenance schedules; track repairs, warranty claims and parts inventory. Establish data-driven replacement schedules based on lifecycle analysis, utilization rates and repair costs. Collaborate on capital budgets, cost estimates and ROI analyses for equipment acquisitions or disposals. Ensure compliance with DOT, OSHA, MSHA and utility-industry regulations; maintain accurate records for inspections, licensing, insurance and fuel card programs.

Manage relationships with equipment vendors, maintenance providers and transportation contractors; administer fuel card program and track fuel usage.

Qualifications

Bachelor’s degree in business administration, logistics, finance or related field. 3–5 years of experience in fleet management, heavy-equipment operations or logistics; utility or public works experience preferred. Advanced experience using Fleetio and Samsara Advanced proficiency with Microsoft Excel (including pivot tables) and Power BI for data modeling, dashboard development and reporting.

Experience with fleet management software, telematics and data analytics tools; familiarity with SQL or similar query lan. Strong analytical and reporting skills; ability to turn complex data into actionable insights for decision-makers. Knowledge of vehicle and heavy-equipment maintenance and relevant safety regulations.

Effective communicator with strong organizational and problem-solving abilities. Ability and willingness to operate or move heavy equipment safely; commercial driver’s license (or ability to obtain one) required. Availability for occasional emergency response and storm restoration deployments.