We are seeking a highly organized and detail-oriented Fleet Maintenance Administrator & Finance Support Specialist to support the daily operations of our fleet maintenance department. This position is responsible for maintenance administration, financial processing, vendor management, fleet compliance, inventory support, and departmental reporting. The ideal candidate will thrive in a fast-paced environment and possess strong administrative, accounting, and organizational skills.
Essential Duties & Responsibilities
Finance & Administrative Support
- Create, manage, and reconcile purchase orders.
- Process invoices, receipts, and vendor payments.
- Support monthly financial close activities.
- Review repair estimates and coordinate approvals.
- Monitor maintenance expenses and budget activity.
- Process capital expenditure requests and documentation.
- Maintain vendor accounts and payment records.
- Assist with financial reporting and cost tracking.
Fleet Administration
- Process vehicle registrations, renewals, and title work.
- Maintain fleet asset records and compliance documents.
- Coordinate onboarding of new fleet vehicles.
- Schedule installation of cameras, scales, radios, decals, and other equipment.
- Track vehicle documentation and regulatory requirements.
Vendor & Customer Relations
- Serve as the primary contact for maintenance vendors.
- Obtain repair estimates and pricing quotes.
- Coordinate ordering of parts, supplies, and services.
- Resolve invoice discrepancies and payment issues.
- Build and maintain positive vendor relationships.
Inventory & Parts Management
- Support parts inventory tracking and reconciliation.
- Assist with physical inventory counts and audits.
- Monitor inventory levels and order replenishment items.
- Maintain accurate inventory records and reports.
Maintenance Department Support
- Order shop supplies, office supplies, and equipment.
- Schedule outside repairs and vendor services.
- Assist with maintenance reporting and special projects.
- Support training events, safety initiatives, and departmental meetings.
- Provide administrative support to maintenance leadership.
Qualifications
Required
- High school diploma or equivalent.
- Minimum of 3 years of administrative, accounting, maintenance, or fleet-related experience.
- Strong proficiency in Microsoft Excel, Word, Outlook, and data entry systems.
- Excellent organizational and time management skills.
- Strong written and verbal communication abilities.
- Ability to manage multiple priorities while meeting deadlines.
Preferred
- Experience in fleet maintenance, trucking, transportation, or heavy equipment industries.
- Knowledge of accounts payable, purchase orders, and budgeting processes.
- Experience with fleet management and maintenance software.
- Understanding of vehicle registration, titling, and compliance requirements.
Key Competencies
- Attention to detail
- Problem-solving skills
- Customer service mindset
- Financial accuracy
- Organization and prioritization
- Team collaboration
- Vendor relationship management
Benefits
- Competitive compensation
- Medical, dental, and vision insurance
- 401(k) with company match
- Paid time off and holidays
- Career growth opportunities
- Stable and growing organization
Apply today to join a team dedicated to keeping our fleet safe, compliant, and operating efficiently.
Waste Connections is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to disability or protected veteran status.
