Vehicle Administration Associate

JOB SUMMARY

The Vehicle Administration Associate supports McKenney's Vehicle Administration team by coordinating the daily operations of the company's fleet of over 750 vehicles. This role is responsible for executing administrative tasks, maintaining accurate fleet records, scheduling vehicle services, and assisting with regulatory and policy compliance. The Associate serves as a key point of contact for employees, drivers, and vendors, ensuring smooth and efficient vehicle operations.

By supporting the Vehicle Administration Manager and collaborating with all McKenney's departments, this position contributes to the overall safety, cost-effectiveness, and operational readiness of the fleet.

• Fleet Coordination & Support
  • Assist with day-to-day vehicle assignments, reservations, and scheduling.
  • Maintain accurate records for registrations, inspections, insurance, and service histories.
  • Monitor mileage, fuel usage, and general condition of vehicles.
  • Support vehicle acquisition, delivery, and disposal processes.
  • Assist in implementing process improvements and technology solutions that enhance operational efficiency.
• Maintenance & Compliance
  • Coordinate preventive maintenance schedules, repairs, and inspections.
  • Track and follow up on service requests to ensure vehicles remain in good operating condition.
  • Assist in ensuring compliance with company policies, safety standards, and regulatory requirements.
  • Monitor fleet compliance with company policies and regulatory requirements, proactively addressing any gaps.
  • Assist with scheduling and tracking vehicle maintenance, inspections, and repairs, ensuring tasks are completed promptly to minimize downtime.
• Administrative & Reporting Support
  • Maintain fleet-related databases, spreadsheets, and records.
  • Assist with invoice processing, vendor communication, and service documentation.
  • Prepare reports on vehicle usage, maintenance status, and compliance as requested.
  • Prepare reports and summaries for fleet performance and utilization with attention to detail and data integrity.
• Customer Service
  • Respond to employee and driver inquiries regarding fleet policies and procedures.
  • Provide clear communication about vehicle availability, requirements, and scheduling.
  • Act as liaison between employees, vendors, and the Vehicle Administration Manager.

Education and Experience

• High school diploma or GED.
• 1-2 years of experience in administration, logistics, or a related field.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Strong organizational skills with attention to detail.
• Valid driver's license with an insurable driving record.

Knowledge, Skills, and Abilities

• Strong communication skills for working with employees, managers, and vendors.
• Ability to manage multiple priorities and deadlines.
• Problem-solving and critical thinking abilities for resolving scheduling and service issues.
• Dependable, detail-oriented, and self-motivated.
• Team-oriented with a focus on supporting department and company goals.
• Professional appearance and conduct.

• Associate or bachelor's degree in business administration, Supply Chain, Logistics, or related field.
• Prior experience in fleet, transportation, or logistics administration.
• Familiarity with fleet management software and DOT compliance requirements.

• Work performed primarily in an office environment with some exposure to vehicle lots and service areas.
• Occasional travel to vendor sites or company locations.
• May require lifting up to 25 lbs.
• Standard work hours with occasional flexibility needed for urgent fleet needs.

Moving Safety Forward, our initiative for continuous improvements in our safety culture, reminds us that we are on a journey toward a zero-incident culture. In all we do, we must work to build a partnership with our employees, customers and business associates that empowers them all with the ability to do their jobs safely.

McKenney's is an Equal Opportunity Employer committed to workforce diversity. Qualified candidates will receive consideration without regard to age, color, religion, sexual orientation, disability, national origin, or gender identity. McKenney's is a smoke-free and drug-free workplace.