Assets Administrator (Remote)

Job Description

REQUIREMENTS

• Associate’s degree required; Bachelor’s degree preferred
• Equivalent combination of education and relevant administrative experience will be considered
• 5+ years of administrative, coordinator, or office support experience preferred
• Experience with fleet, logistics, facilities, or asset management is a plus but not required
• Prior experience working in a remote or distributed team environment is beneficial
• Strong organizational skills with high attention to detail and accuracy
• Effective written and verbal communication skills; professional telephone manner
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and general office software
• Comfortable working with electronic document management systems (SharePoint, ShareFile, or similar)
• Ability to manage a high volume of routine tasks simultaneously and prioritize effectively
• Self-directed with ability to work independently in a remote setting while maintaining reliable communication with the team
• Reliability, dependability, and flexibility
• Professional demeanor in all internal and external communications

RESPONSIBILITES

Vehicle Titles, Registrations & Compliance

• Organize, maintain, and update tags and registrations for all company trucks, trailers, and UTVs
• Confirm active vs. terminated status of fleet, trailers and UTVs; update records accordingly
• Maintain and deploy both physical (hardcopy) and digital (e-copy) registration files in designated document systems (e.g., ShareFile/SharePoint)
• Coordinate with field team and fleet vendor Wheels for registration copies, renewals, and terminations
• Track registration renewal requirements and initiate renewal process proactively with field team based on location to avoid lapses
• Support the Fleet Management Vendor (FMV) platform by ensuring vehicle entries on LIVE are accurate and up to date
• Assist in guiding the field with vehicle purchase and termination process through completion in coordination with the Supervisor

Fleet Information Distribution to Field

• Prepare and distribute field driver kits containing required documentation, including:
• Insurance cards
• Updated registrations
• License plates (as applicable)
• Recall notices
• Follow up to collect missing or required field documents
• Distribute updated fleet information and communications to field teams as directed by the Supervisor or Manager

Corporate Asset Coordination & Distribution

• Serve as the central coordination point for incoming and outgoing corporate assets routed through the main office, including:
• GPS units and in-vehicle camera systems
• Fuel cards
• HD cards
• Coordinate asset distribution to new hires and existing staff via FedEx and UPS shipping systems
• Perform follow-up calls and communications to confirm GPS and camera replacement installation and proper assignment of distributed assets in systems
• Maintain accurate asset assignment logs and update records in department tracking systems

DOT Compliance & Fuel Card Support

• Assist with DOT Driver Clearance coordination when assigning fuel cards or vehicles in collaboration with the DOT Department
• Support the fuel card program administration in coordination with the Supervisor
• Track maintain fuel card assignments in card tracker and flag discrepancies or issues to the Manager or Supervisor

Ticketing System & Asset Inbox Management

• Monitor the departmental asset email inbox daily; triage, fulfill, or route requests to the appropriate team member or department
• Log and track requests through the internal ticketing system FreshService; escalate unresolved items to the Supervisor or Manager
• Provide timely acknowledgment and follow-up communications to internal stakeholders

Document Control & Reporting

• Maintain organized shared document libraries for fleet and asset records, ensuring version control and accessibility in SharePoint
• Prepare recurring weekly and monthly status reports for distribution to the Supervisor and Manager
• Support audit readiness by ensuring documentation is complete, current, and filed consistently
• Assist with data entry and record updates in fleet management platforms and internal tracking spreadsheets

General Administrative Support

• Schedule meetings and coordinate logistics for fleet and asset team activities as directed
• Prepare meeting notes and action item summaries following department meetings
• Manage outgoing shipments and packages via USPS, UPS, and FedEx online systems
• Support asset-related special projects and initiatives as assigned by the Manager or Supervisor
• Perform other duties as assigned

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