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The Fleet Management Administrative Assistant will be responsible for providing essential administrative and organizational support to ensure the efficient operation of the shop. This role works closely with all equipment management staff.

Main Job Tasks & Responsibilities

• Maintains and updates equipment reconciliation sheets for tracking usage and status.
• Notifies and coordinates upcoming annual inspections for both on-road and off-road vehicles.
• Manages the equipment rental sheet, ensuring accurate and up-to-date entries.
• Collects, summarizes, and reports on equipment needs from the field and shop.
• Processes invoices for the equipment asset information for accurate record-keeping.
• Inputs and maintains equipment asset information for accurate record-keeping.
• Assists with property management tasks related to equipment and facilities.
• Supports the Motus truck reimbursement program by managing additions, changes, and removals in the system, while addressing any employee inquiries related to the program.
• Tracks emergency or last-minute calls from the field to ensure timely resolutions and identify recurring issues.
• Manages meeting agendas, takes detailed notes, and distributes summaries to relevant parties.
• Summarizes and analyzes data for equipment-related reports.
• Consolidates department documents and organizes them on Teams or another shared platform.
• Handles purchasing and pricing of small items for the equipment department.
• Reviews and approves off-road deliveries to job sites.
• Miscellaneous customer service, data entry, filing, scanning and clerical type functions as needed.

Skills & Requirements

• Advanced computer skills, especially proficient in Microsoft Excel (spreadsheets and data analysis).
• Proficient with Microsoft Office suite.
• Ability to make independent decisions within the scope of responsibilities.
• Ability to multi-task and prioritize workload effectively.
• Strong organizational and communication skills.
• Ability to work independently and be self-motivated.
• Strong attention to detail and problem-solving skills.
• Ability to maintain accurate and detailed records.

Education & Experience

• High school diploma
• 3+ years of experience in a similar administrative role preferred.
• Prior experience in supporting executive management is preferred.

Physical DemandsĀ 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to handle and feel; reach with hands and arms; and communicate effectively.Ā The employee is occasionally required to stand; walk; and stoop, kneel.Ā The employee must occasionally lift and/or move up to 50 pounds.Ā  Specific vision abilities required by this job include close vision, distance vision.

Equal Opportunity

The Beaver Companies provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.