Position Title: Fleet Management - Administrative Assistant Location:Mansfield, OH Date Posted:10/20/2025 Pay Range:N/A Salary Interval:Hourly Non Exempt

Application Instructions:

Application Instructions

Qualified applicants can apply online at adenacorporation.com/careers or in person at 1310 West 4th Street, Mansfield, OH

Resumes can be submitted to HR@adenacorporation.com

Position Description:

Position Description

The Fleet Management Administrative Assistant will assist the Fleet Manger with company vehicle and equipment management, ensuring compliance with mandatory regulations, timely scheduling of maintenance, maintaining accurate data within company systems and preparing/updating various reports.

Position Requirements:

Position Requirements

Primary Job Responsibilities:

Process required data and paperwork for new vehicles and equipment, vehicle and equipment sales, and vehicle tags / titles / registrations / renewals to ensure business compliance with standardized registration policies and CMV identification

Assist in distributing and monitoring approved capex description vs. equipment acquisition specifications

Assist with fixed asset inventory and maintain records of vehicle and equipment maintenance schedules including scheduling repairs and tracking maintenance history electronically

Process monthly fuel usage reports to monitor fuel consumption and costs

Reconcile fuel deliveries and invoices

Compile accident and damage reports

Coordinate vehicle and equipment insurance claims

Update / monitor company fuel system, charge out fuel and process weekly invoices

Administer Fleet software to include vehicle and equipment specific data

Assist in producing and distributing information and automated reports specific to safe vehicle operations

Prepare and maintain job lists as required ensuring accurate charge out of vehicles and equipment

Update security software related to new hires and terminated employees

Update and maintain capital expenditure records

Assist in completing and filing compliance documents related to FMCSA and DOT including MVR requirements related to insurance renewal, annual review of driving records and annual certification of driving violations

Provide general administrative support to Fleet Management

Prepare and manage logistics documentation, ensuring compliance with shipping regulations and maintaining accurate records of incoming and outgoing shipments

Serve as a point of contact for internal and external stakeholders, responding to inquiries and coordinating with vendors and transport partners to ensure timely deliveries

Compile reports on logistics operations, track key performance indicators (KPIs), and assist in data entry tasks to maintain accurate records

Assist with documenting logistics policies and procedures

Assist with the RFP/RFQ process

Assist with report preparation related to cost, revenue, and margin

Reconcile, approve, and submit freight invoices for payment

Desired Qualifications:

Minimum of 2 years in an administrative role

Demonstra

Adena Corporation

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