Receptionist & Fleet Administrator

Reports to:

HR Administrator

Department:

Operations / Administrative Support

Starting Wage:

$22.00 per hour

1. Role Purpose

The Receptionist & Fleet Administrator supports ALK by maintaining a professional front desk experience while managing fleet documentation, tracking compliance, supporting maintenance coordination, and providing administrative support. This role ensures smooth operations across HR, Fleet, and Operations.

2. Core Responsibilities 2.1 Front Desk & Visitor Interaction

• Greet and assist all visitors, clients, drivers, and vendors professionally.
• Determine purpose of visit and direct individuals to the appropriate staff or department.
• Issue visitor badges and maintain visitor logs.
• Keep reception and lobby areas organized and presentable.

2.2 Phone & Communication Management

• Answer, screen, and route incoming calls using a multi-line system.
• Take accurate, detailed messages and ensure prompt delivery.
• Handle general inquiries with professionalism and clarity.

2.3 Scheduling & Office Coordination

• Schedule appointments, meetings, and conference room usage.
• Maintain shared calendars and communicate updates to staff.
• Prepare meeting materials and assist with room setup if needed.

3. Fleet Administration Responsibilities 3.1 Fleet Documentation & Recordkeeping

• Maintain vehicle, trailer, and equipment files accurately.
• Update registration, insurance, permits, inspections, and compliance documents.
• Keep digital and hard-copy documentation organized and audit-ready.

3.2 Compliance Tracking

• Monitor DOT requirements, inspection schedules, renewals, and deadlines.
• Track non‑conformances and corrective actions.
• Notify appropriate staff of upcoming deadlines.

3.3 Maintenance & Service Coordination

• Log vehicle service requests, defects, and maintenance needs.
• Schedule maintenance, inspections, and repairs with vendors or internal crews.
• Track downtime, cost trends, and service status.
• Provide maintenance updates to drivers and managers.

3.4 Driver Administration

• Track license renewals and endorsements.
• Assist with driver onboarding paperwork.
• File and track accident and incident reports.

3.5 Reporting & Data Management

• Maintain fleet spreadsheets and digital logs.
• Prepare fleet and compliance reports.
• Monitor KPIs such as fleet availability, maintenance costs, and compliance rates.

3.6 Safety & Environmental Support

• Maintain fleet‑related safety documentation.
• Log incident and inspection details.
• Track environmental data (fuel, emissions, waste).

3.7 General Administrative Support

• Assist with purchasing, vendor communication, and invoice processing.
• Maintain organized file systems and administrative records.
• Support HR Administrator and Operations with administrative tasks.

4. Additional Duties & Flexibility Requirements

To support ALK’s operational needs, the employee must be flexible and proactive. Duties may include (but are not limited to):

• Supporting HR, Operations, Fleet, or Safety with administrative tasks.
• Helping with office supplies, mail handling, deliveries, or document preparation.
• Assisting with special projects, seasonal workload spikes, or urgent issues.
• Taking initiative to identify tasks and complete them without waiting for direction.
• Completing any job‑related duties assigned by the HR Administrator or company management.

This clause removes all “that’s not my job” excuses.

5.1 Starting Wage

• Receptionists in AZ average $19.52/hr
• Fleet Administrators in AZ average ~$24/hr

This position falls between the two, appropriate for a hybrid role.

5.2 Work Location Requirement

This job is 100% in-office
.

• No work-from-home privileges

The role requires a physical presence for:

• Physical document handling
• Driver and vendor coordination
• Operational communication
• Real-time support for HR, Operations, and Fleet
• Must maintain consistent, reliable attendance.
• Must adhere to assigned office hours.
• Must be physically present to support office operations.

6. Performance & Behavioral Expectations

The employee is expected to:

• Communicate professionally with staff, customers, and vendors.
• Demonstrate reliability, accountability, and punctuality.
• Show initiative and ownership of responsibilities.
• Adapt quickly to shifting priorities.
• Maintain confidentiality at all times.
• Uphold ALK values:
• Build on Integrity. Own the Outcome. Lead Through Service. Stronger Together.

7. Qualifications

• 1–3 years receptionist or administrative experience.
• Proficient with Microsoft Office and digital record management.
• Strong organization and multitasking skills.
• Experience in construction or fleet coordination preferred but not required.
• Professional communication skills and positive attitude.

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