Fleet Administrative Assistant

Job Description

Job Description

About the Role

We are seeking a detail-oriented and highly organized Administrative Assistant to support our growing Fleet Sales Department. This role is essential to keeping our fleet operations running smoothly — from processing orders and maintaining records to coordinating with commercial clients, Ford Motor Company, and our internal sales team. If you thrive in a fast-paced environment and enjoy juggling multiple priorities with a smile, we want to hear from you.

• Provide day-to-day administrative support to the Fleet Sales Manager and fleet sales team
• Prepare, process, and track fleet vehicle orders, invoices, and purchase agreements
• Maintain accurate records of fleet inventory, order status, and delivery schedules
• Communicate with commercial and government fleet customers regarding order updates, paperwork, and delivery timelines
• Coordinate with Ford Motor Company representatives on order allocation, incentives, and program compliance
• Assist with titling, registration, and licensing paperwork for fleet vehicles
• Prepare sales reports, spreadsheets, and correspondence as needed
• Answer phones, respond to emails, and greet fleet customers professionally
• Support the team with scheduling, filing, data entry, and general office organization
• Assist with special fleet promotions, bid packages, and RFP documentation as needed

• High school diploma or equivalent required; Associate's degree preferred
• 1+ years of administrative, clerical, or office support experience (automotive or fleet experience a plus, but not required)
• Strong organizational skills with excellent attention to detail
• Proficiency in Microsoft Office (Excel, Word, Outlook); experience with dealership management systems (e.g., CDK, Reynolds & Reynolds) a plus
• Excellent written and verbal communication skills
• Ability to multitask and prioritize in a fast-paced, deadline-driven environment
• Professional, positive attitude and strong customer service orientation
• Ability to maintain confidentiality and handle sensitive information

• Competitive pay based on experience
• Health, dental, and vision insurance
• 401(k) with company match
• Paid time off and holidays