Administrative Coordinator & Fleet Operations

About Us Rachles|Michele’s Oil Company is a women owned business. We are a well-established organization in the energy and transportation industry seeking a highly organized and detail-oriented Fleet Operations & Administrative Coordinator to support our daily transportation operations and office administration functions. This position plays a critical role in ensuring compliance, maintaining accurate records, supporting drivers, and assisting executive leadership with operational and administrative matters. The ideal candidate is proactive, dependable, and capable of managing multiple priorities in a fast-paced environment. Transportation, logistics, fleet management, or related industry experience is preferred but not required. Position Summary The Fleet Operations & Administrative Coordinator serves as the primary administrative support resource for fleet operations and office management. This position works closely with company leadership, drivers, vendors, customers, and insurance providers to ensure efficient daily operations, regulatory compliance, and accurate recordkeeping. The successful candidate will possess strong communication skills, exceptional attention to detail, and the ability to maintain confidentiality while supporting a variety of administrative and operational functions. Key Responsibilities Administrative Support Provide administrative support to the President, Vice President, and management team. Manage incoming phone calls, route calls appropriately, and maintain accurate daily logs. Take detailed messages and ensure timely communication and follow-up. Prepare, maintain, and organize digital and paper filing systems. Accurately enter data into company databases, spreadsheets, and operational software programs. Assist with special projects and other administrative duties as assigned. Fleet Operations Support Monitor and track driver activities and daily delivery operations. Review driver paperwork for completeness and accuracy. Conduct daily driver check-out procedures and ensure all required documentation has been submitted. Maintain transportation records and delivery-related documentation. Perform weekly maintenance and deletion of delivery tickets within company software systems. Fleet Maintenance & Compliance Maintain records of vehicle inspections, repairs, preventive maintenance schedules, and service history. Update and manage fleet maintenance spreadsheets and tracking systems. Coordinate annual truck inspections, testing, and regulatory requirements. Monitor transportation laws & regulations to ensure permits, licenses, and compliance documents remain current. Assist in maintaining compliance with DOT and other transportation regulatory requirements. Claims, Safety & Risk Management Track and maintain records related to insurance claims, vehicle accidents, spills, and Workers' Compensation cases. Communicate with insurance carriers and third-party administrators to obtain claim updates. Document customer complaints and support resolution efforts. Maintain organized records of safety incidents and compliance documentation. Inventory & Purchasing Order and track inventory, stock parts, and fleet-related supplies. Monitor vendor backorders and communicate status updates as needed. Maintain purchase orders, invoices, billing documentation, and related records. Support vendor coordination and procurement activities. Qualifications Required High school diploma or equivalent. Minimum 1 year of administrative, office support, or coordinator experience. Proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and Teams. Strong organizational and time-management skills. Excellent written and verbal communication abilities. Strong attention to detail and accuracy in data entry and recordkeeping. Ability to prioritize tasks and manage multiple responsibilities effectively. Reliable attendance and dependable work ethic. Preferred Experience in transportation, logistics, fleet manage…

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