Fleet Administrator

Job Title: Fleet Administrator

FLSA Status: Exempt

Reports To: National Fleet Manager

Location(s): Washington, DC


This position is responsible for overseeing and monitoring maintenance and repairs for all US Crozier Fine Arts vehicles with a primary focus on the Washington DC area branch office. Also, this position assists the National Fleet manager in the carrier compliance-related activities, to include administration and reporting on the Driver Qualification file program and researching and compiling data for the USDOT background response to prospective employers. The Administrator will also provide vehicle asset support by entering vehicle orders into the procurement system workflows and tracking and reporting the rental vehicle usage on a weekly basis. The Administrator will also support the other team members in the processing of the centralized invoicing activity received from Crozier’s principal suppliers of leased vehicles, maintenance, fuel, vehicle security system, and related tax and registration programs in the U.S. vehicle permitting and disposal, and document filing, as necessary.

Job Responsibilities

Key Responsibilities: What are the main responsibilities of the job. Indicate which are primary (essential to the job) and which are secondary (not essential to the job).% of Time Spent:
A.    Assist in the coordination of carrier compliance activities15%
B.    Data entry of all new vehicle orders and weekly rental utilization reporting as well as maintenance and repairs25%
C.    Monitors Fleet email box and facilitate responses to Crozier’s operation managers in the field and Crozier supplier inquiries received via email, phone and hardcopy mail/parcel30%
D.    Support monthly invoice processing activities15%
E.    Document filing and vehicle program support10%
F.    Perform other related duties as assigned5%

Experience, Skills, and Attributes

Functional Knowledge, Skills, and Competencies:

Strong working knowledge and demonstrable proficiency in MS Word and MS Excel is required. Experience/knowledge of MS Access and Powerpoint is helpful.

Also experience in the fleet, transportation or warehouse distribution industries would be helpful.

Business Expertise: Requires extremely strong organizational skills.

Leadership: This role will bear the primary responsibility for ensuring the timely preparation and submission of vehicle orders and careful attention to the administration of audit of the carrier compliance activities.

Problem Solving: Must be able to evaluate large amounts of data received in a logical manner to reasonably ascertain accuracy, and ensure proper upload into financial software. Must be able to recognize issues related to missing or incomplete information and independently demonstrate initiative to research and complete documents.

Nature of Impact:  Crozier Fleet receives over 200 separate, actionable emails and numerous phone calls each business day from the field pertaining to vehicle and related-program administration and management.

Area of Impact: Crozier U.S.

Interpersonal Skills: This role requires a large amount of telephone and email communication with Crozier dispatchers, operation managers in the field organization as well as suppliers of Crozier’s fleet organization.  The administrator must be timely and complete when responding to questions and concerns. They must also consistently demonstrate clear, concise and professional verbal and written communications, and strong personal organization skills.

Physical Requirements and Qualifications

Physical Requirements: Limited physical exertion is required for this job. Must be able to sit for extended periods and able to use a computer keyboard, telephone, fax machine and other standard office equipment.

Travel Requirements:
Local 5%
Overnight 0%

Utilization of Time and Equipment:
100% Laptop / desktop computer, telephone, projector
0% Lifting, moving, pushing and pulling equipment, cases, containers, or boxes in excess of: 10 - 20 lbs.

Licences & Certifications Required: N/A

Minimum Education: 4-Year College Degree
Minimum Experience: Less than 2 years
Preferred Education: 4-Year College Degree
Preferred Experience: 4 – 7 Years

Qualified applicants should send cover letter and resume to

Disclaimer: This job description is not meant to be an all-inclusive statement of every duty and responsibility of the jobholder. Certain features of this job are described in the above headings, but are not necessarily limited to the above written statements. They may be subject to review. All positions within Crozier may include other duties as assigned.

Crozier is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, creed, age, national origin, sex, sexual preference or handicap.