Fleet Systems & Administration Coordinator

We are looking for a highly organized Fleet Systems & Administration Coordinator to manage the business systems, fleet records, software platforms, and administrative processes that support our Equipment Department. This position is ideal for someone who enjoys working with technology, databases, and operational systems while ensuring accuracy across multiple platforms. What You’ll Do Fleet Systems Administration

• Serve as the primary administrator for fleet management software and business systems.
• Maintain accurate equipment, vehicle, and asset records across multiple platforms.
• Create, modify, and manage user accounts and permissions.
• Coordinate software implementations, updates, and enhancements.
• Troubleshoot software issues alongside vendors and IT.
• Monitor data integrity and resolve discrepancies between systems.

Fleet Administration

• Maintain vehicle registrations, titles, licensing records, and renewal schedules.
• Coordinate equipment and vehicle insurance documentation.
• Process equipment additions, removals, and Certificates of Insurance (COIs).
• Maintain claim documentation and support annual insurance renewals.

Fuel Card & Vendor Management

• Administer the company’s fuel card program.
• Issue, replace, and deactivate fuel cards.
• Monitor transactions and investigate irregularities.
• Maintain vendor portals, user access, and account information.
• Support vendor documentation and administrative requests.

Equipment Records & Reporting

• Maintain complete equipment and fleet master records.
• Coordinate documentation for new equipment and retired assets.
• Ensure telematics, registrations, insurance, and supporting records are accurate.
• Generate recurring reports for department leadership.
• Assist with fleet audits, inventory verification, and data analysis.

Experience with the following is a plus:

• Fleetio
• VisionTrack
• Motive
• ToolSense
• CAT VisionLink, Required
• 3-5 years of administrative, fleet, equipment, or operations support experience.
• Experience maintaining large databases or business systems.
• Strong Microsoft Excel and Microsoft Office skills.
• Exceptional attention to detail and organizational skills.
• Excellent written and verbal communication abilities.
• Ability to quickly learn and administer multiple software platforms.

Preferred

• Associate’s degree in Business Administration, Information Systems, Construction Management, or a related field.
• Construction, fleet management, or heavy equipment industry experience.
• Experience administering multiple software platforms simultaneously., * Enjoys working with systems, technology, and data.
• Has outstanding attention to detail.
• Takes pride in maintaining accurate records.
• Is highly organized and self-motivated.
• Can troubleshoot problems and improve processes.
• Works well with multiple departments and external vendors.
• Maintains confidentiality and professionalism.

Gregory Construction is a leading heavy civil contractor specializing in mission-critical and infrastructure projects across the Southeast, Mid-Atlantic, and Midwest. We are committed to honoring God, serving others, pursuing excellence, and growing profitably while living out our Core Values of Safety, Integrity, Excellence, Communication, and Determination., Sargent Electric Company: Project Coordinator Sargent Electric Company ( ) is a nationally recognized electrical contractor with deep Pittsburgh roots. Founded in 1907, we’ve gro…

• 8 days ago