Job Description

Job Title: Clerical Assistant (Fleet Coordinator)

Location: 31-01 20th Ave, Astoria, NY 11105

Duration: 6 month. Extension based on performance. Potential to FTE conversion

**Shift: 

7am-3:30pm. Some mandated OT

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**PERFORMANCE DETAILS

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**What are the major objective(s) of the role?

***Specifically, what does this person need to do to be considered a success? What will they be working on?

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Candidate providing various administrative and organizational support with company vehicles.

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**Responsibilities/Job Description:

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• Processing documents, registrations, titles, permits, and licensing. Maintaining, tracking, updating related data into the vehicle management system (Fleetwave).
• Oversee vehicle deliveries and pick ups from vendors and company employees.
• Manage the receiving and distribution of vehicles from vendors and internal customers. Working with vendors and customers for vehicle deliveries, pick ups and provide support with garages, fleet data and other administrative functions as needed.
• Assist with Department of Motor Vehicle, permitting and licensing tasks and Finance tasks. Including traveling to municipal offices, other locations as needed to process documents and other duties necessary to manage the fleet of vehicles.
• Work collaboratively with stakeholders throughout the company to ensure alignment on strategic objectives and deliver excellent customer service.
• Responsible for data entry using the vehicle management system and spreadsheet, such as vehicle information, preventative maintenance schedule, and other related information.
• Develop and maintain Microsoft Word and Excel data spreadsheets.

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**What are the MUST HAVE technologies for this position? (Please list must have technologies / technical skills that are REQUIRED to complete the position)

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1. Associate’s degree
2. Microsoft Excel (data entry, spreadsheet management, tracking, reporting)
3. Microsoft Word and Microsoft Office Suite proficiency
4. Fleet Management Systems experience (FleetWave or similar vehicle management platforms)
5. Vehicle registration, titling, permitting, and licensing administration
6. Database/data tracking and records management

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**What are the MUST HAVE Critical Skills for this position (Please list must have CRITICAL SKILLS that are REQUIRED to complete the position)

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1. Strong organizational skills with the ability to manage high-volume workloads
2. Accurate data entry and recordkeeping with strong attention to detail
3. Experience processing vehicle-related documentation, registrations, titles, and permits
4. Effective written and verbal communication with vendors, customers, and internal stakeholders
5. Ability to prioritize multiple assignments while maintaining compliance and accuracy

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**What are the NICE TO HAVE technologies / Skills you would love to see on a candidate’s resume?

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1. Fleet operations or fleet administration experience
2. Knowledge of DMV procedures, forms, and vehicle compliance requirements
3. Automotive industry experience
4. Experience coordinating vehicle deliveries, pickups, and vendor relationships

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**Experience supporting licensing, permitting, finance, or transportation-related administrative functions

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