Fleet Administrator

Duties and Responsibilities

• Rental contract & lifecycle management:
• Maintain rental contract packages (record terms in JDE equipment master, notify fleet supervisor/accounting of term changes, alert parties ahead of contract end-dates)
• Manage full rental PO lifecycle in JDE
• Generate POs, review open POs monthly (closing, cancelling, or extending as needed), track unit status through to return, and decide whether to return to vendor or pursue acquisition
• Work with on-site fleet equipment trackers on acquisition, damages, and returns
• Supplier & vendor coordination:
• Communicate with rental suppliers on contract issues as directed by the fleet supervisor
• Source quotes and prepare cost comparatives to support supplier selection
• Assist with administrative/paperwork for supplier meetings
• Damage claims:
• Review vendor rental damage claims with the project team and report findings to ensure Valard is only liable for legitimate, at-fault damages
• Accounting & asset coordination
• Work with fleet accounting and fixed assets to communicate fleet additions, removals, and buyouts
• Support quarterly rental commitment analysis to keep classification and accounting treatment accurate
• JDE purchasing & work orders:
• Create and close JDE purchase orders and work orders (rental and general)
• Perform related receiving functions
• Documentation & compliance:
• Review unit binders as units enter the shop to ensure documentation is complete
• Scan and file completed work orders in Fleet MFiles
• Receive and distribute regulatory documents (insurance pink cards, IFTA/Prorate, permits)
• Track units approaching certification expiry
• Issue fuel cards
• Administrative support:
• Create mechanic timesheets in mVolts
• Manage spreadsheets and reporting