Fleet Administrator

Software Guidance & Assistance, Inc., (SGA), is searching for an FLEET ADMINISTRATOR for a CONTRACT assignment with one of our premier UTILITY clients in SAN JOSE, CA.

Onsite 5 days per week. Responsibilities:

• Support daily administrative operations within the Fleet function, including work order processing, documentation, and invoice handling
• Review incoming vehicle and equipment deficiency reports, identify duplicates, and escalate safety-critical issues to leadership as appropriate
• Reconcile vendor invoices against maintenance and repair work orders within the asset management system and close completed items
• Prepare, code, and submit invoices for payment in accordance with established financial procedures
• Enter and reconcile fuel and credit card transactions using fleet payment platforms and internal systems
• Upload fuel usage and odometer data from fuel management systems into the enterprise asset management database
• Maintain organized records and documentation related to regulatory and compliance requirements, including inspections, emissions testing, and vehicle licensing
• Assist with scheduling vehicles and equipment for corrective repairs and preventive maintenance activities
• Provide clerical and administrative support to Fleet Supervisors and department leadership as needed

Required Skills:

• Experience performing administrative or clerical support functions in a fleet, maintenance, or operations environment
• Proficiency with Microsoft Office applications and general comfort working across multiple software systems
• Strong organizational skills with the ability to manage high volumes of documentation and transactional data
• Attention to detail with the ability to identify discrepancies and ensure accuracy in records and invoices
• Effective written and verbal communication skills
• Ability to apply established procedures while exercising sound judgment
• General understanding of vehicle maintenance, repair processes, or mechanical terminology
• Education equivalent to an associate degree, technical training, or relevant work experience in a related field

Preferred Skills:

• Experience working with fleet, fuel, or asset management systems
• Familiarity with regulatory documentation such as inspection records, emissions compliance, and equipment registration
• Prior exposure to fleet maintenance operations involving construction or heavy equipment
• Experience coordinating maintenance schedules or supporting preventive maintenance programs
• Strong analytical skills with the ability to evaluate issues, consider alternatives, and support operational decision-making
• Background supporting purchasing, inventory coordination, or general services functions

SGA is a technology and resource solutions provider driven to stand out. We are a women-owned business. Our mission: to solve big IT problems with a more personal, boutique approach. Each year, we match consultants like you to more than 1,000 engagements. When we say let's work better together, we mean it. You'll join a diverse team built on these core values: customer service, employee development, and quality and integrity in everything we do. Be yourself, love what you do and find your passion at work. Please find us at .

SGA is an Equal Opportunity Employer and does not discriminate on the basis of Race, Color, Sex, Sexual Orientation, Gender Identity, Religion, National Origin, Disability, Veteran Status, Age, Marital Status, Pregnancy, Genetic Information, or Other Legally Protected Status. We are committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, and our services, programs, and activities. Please visit our company to request an accommodation or assistance regarding our policy.

#LI-KJ1