Fleet Administrator

# ABOUT ARBORWORKS, LLC * * * # ArborWorks LLC is a nationwide leader in professional vegetation management, specializing in utility line clearance, fire remediation, and large-scale environmental projects. Established in 2003, we have built a reputation for quality and safety by leveraging advanced mechanized equipment and a skilled team of dedicated professionals. Guided by a commitment to innovation, safety, and superior customer service, ArborWorks prides itself on an exceptional safety culture, recognized through industry-leading third-party ratings. # # Whether you’re looking to grow your career or contribute your expertise, ArborWorks offers a dynamic environment where team members are valued, and professional growth is a priority. We are passionate about creating safe communities and delivering excellence in every project. # # JOB OVERVIEW: FLEET ADMINISTRATOR * * * The Fleet Administrator supports the efficient, safe, and compliant operation of ArborWorks’ fleet by managing fleet data, coordinating maintenance activities, and ensuring the integrity of critical administrative processes. This role is essential to maintaining vehicle readiness, supporting regulatory compliance, and enabling data-driven decision-making across fleet operations. Acting as a central coordination point between internal teams and external service providers, the Fleet Administrator ensures timely communication, accurate recordkeeping, and effective tracking of maintenance, compliance, and vendor activities. This position directly contributes to minimizing downtime, controlling costs, and supporting field productivity through organized, reliable fleet administration. # # JOB RESPONSIBILITIES * * * Fleet Administration & Data Management: - Maintain accurate, timely, and complete fleet records across all fleet management systems and databases. - Perform data entry, auditing, and validation for vehicle registrations, licensing, compliance records, telematics platforms, maintenance systems, and fuel card programs. - Ensure all fleet documentation is current, organized, and compliant with company and regulatory standards. - Generate recurring and ad hoc reports to support operational decision-making, cost tracking, and performance analysis. - Support record retention practices and ensure proper documentation for audits and compliance reviews. Vehicle Maintenance Coordination: - Coordinate preventive and corrective maintenance, repairs, inspections, and service appointments. - Track maintenance schedules and ensure timely completion of required services. - Monitor work orders, service updates, and vendor timelines to reduce vehicle downtime. - Communicate vehicle availability, maintenance schedules, and repair updates to field teams and leadership. - Maintain detailed service and repair histories. Vendor & Stakeholder Coordination: - Serve as a primary administrative contact for fleet vendors, service providers, and internal stakeholders. - Build and maintain strong working relationships with repair facilities, fuel providers, licensing agencies, and other partners. - Coordinate vendor communications, documentation, invoicing support, and service tracking. - Respond to inquiries via phone, email, and messaging platforms in a professional and timely manner. Compliance & Insurance Support: - Support vehicle registration, licensing, and regulatory compliance activities. - Assist with maintaining Driver Qualification (DQ) files and required compliance documentation. - Administer fleet insurance documentation, including tracking and distributing insurance cards. - Collect, organize, and maintain documentation for vehicle incidents, collisions, and claims. - Support accident reporting processes and ensure proper documentation for compliance. Operational & Administrative Support: - Provide administrative and scheduling support to fleet operations. - Assist with calendar coordination, reporting, and departmental organization. - Serve as backup support for da…