Fleet Maintenance Administrator

Job Description: Position Summary Elite Fuels Transportation Inc. is seeking a highly organized, detail-oriented, and proactive Fleet Maintenance Administrator to support our Dispatch and Fleet Operations department. This position plays an important role in maintaining fleet records, coordinating preventive maintenance, monitoring regulatory compliance, and assisting with driver onboarding and credentialing. The ideal candidate will have previous experience in the transportation, trucking, fleet maintenance, or logistics industry, with a strong understanding of administrative processes and the ability to manage multiple priorities in a fast-paced, deadline-driven environment. Experience with DOT/FMCSA regulations, vehicle maintenance scheduling, driver qualification files, and fleet documentation is highly desirable. Key Responsibilities Fleet Records & Compliance Maintain accurate records for company trucks, trailers, and tanker units. Monitor expiration dates for vehicle registrations, insurance, permits, inspections, and required documentation. Assist with DOT, FMCSA, CA DMV, and HAZMAT compliance documentation. Maintain organized electronic and physical filing systems. Monitor fleet supplies and coordinate ordering of necessary materials. Assist with compliance audits, reporting, and regulatory renewals. Preventive Maintenance Coordination Schedule and track preventive maintenance for all fleet vehicles. Coordinate repairs, inspections, and maintenance appointments with vendors and mechanics. Track repair orders, maintenance costs, and vehicle service history. Follow up on outstanding repairs and communicate vehicle availability to Dispatch. Maintain vehicle downtime reports and maintenance tracking logs. Driver Onboarding & Credentialing Assist with onboarding and credentialing of newly hired CDL drivers. Collect and verify CDL licenses, endorsements, medical certificates, and other required documentation. Maintain Driver Qualification Files (DQFs) in accordance with FMCSA requirements. Track credential expiration dates and communicate upcoming renewal requirements. Coordinate with Dispatch, Safety, and HR to ensure drivers meet all requirements before being cleared for operations. Dispatch & Administrative Support Provide administrative support to Dispatch and Fleet Operations. Answer and direct calls, emails, and inquiries. Coordinate communication between drivers, vendors, mechanics, and internal departments. Prepare reports, spreadsheets, and operational tracking documents. Assist with additional administrative duties as assigned. Schedule: Monday–Friday 4:00 AM – 4:00 PM Overtime may be required based on company needs. Schedules may change depending on operational requirements. Must be flexible and available to work weekends when needed. Work Location: Corporate Office - Riverside, CA 92503 (In-person position) Elite Fuels Transportation Inc. is a reliable and growing fuel transportation company dedicated to delivering safe, efficient, and timely service. We specialize in transporting fuel with a strong focus on compliance, accuracy, and operational excellence. Our team is committed to maintaining high industry standards while creating a supportive and professional work environment for our employees. As we continue to expand, we are looking for motivated individuals who are ready to grow with us and contribute to our success. Final pay within the listed range will be determined based on experience, skills, and qualifications. Job Requirements: Qualifications & Experience 2–3 years of administrative experience specifically within a fleet maintenance, truck maintenance, vehicle maintenance, or transportation maintenance department. Previous experience providing administrative support to maintenance managers, fleet managers, mechanics, or maintenance operations teams. Hands-on experience coordinating preventive maintenance schedules, tracking vehicle repairs, maintaining service records, and following …

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