Fleet Administrator

Job Description

Job Description

Salary:

If you need assistance with the application process, please notify IB Abels Human Resources Department. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

About Us

IB Abels 110-year history is a testament to its adaptability, forward-thinking leadership, commitment to safety, and stellar service and project delivery process. Our core valuesResponsible, Integrity, Results-Oriented, Ownership, and Professionalshape everything that we do at all levels of the company and are purposefully incorporated into all company communications, meetings, and strategic planning. Our use of the EOS model (Entrepreneurial Operating System) also provides structure and clarity among all levels of the company to maintain focus on our shared goals.

IB Abel (IBA) is committed to providing ample learning and career development opportunities to its team members via our Associate's Program in Project Management, Estimating, and Accounting and our growing Learning Management System.

The Opportunity

The Fleet Administrator plays a key role in supporting daily fleet operations through invoice processing, inventory management, system administration, and maintenance coordination. This position is responsible for ensuring accurate documentation, maintaining compliance and audit readiness, supporting preventative maintenance efforts, and assisting with overall fleet efficiency. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.

KeyResponsibilities

Invoicing

• Manage and process all invoices submitted to Fleet, ensuring proper coding and documentation prior to manager approval.
• Verify job damage details are included when applicable and identify discrepancies to address with vendors.
• Upload invoices and supporting documentation into Tenna Work Orders (WO) for services, inspections, and major repairs to maintain audit readiness.
• Ensure all work orders are properly created, documented, attached with supporting files, and closed out accurately.
• Process and validate invoices.
• Review rental invoices against Tenna Out of Service (OOS) reports to identify potential downtime credits from vendors.

Inventory Management

• Maintain inventory accuracy through monthly counts, reorder point monitoring, and system updates in Tenna and Vista.
• Manage inventory records and ensure quantities remain accurate within tracking systems.
• Research pricing trends and vendors to ensure inventory items are purchased at competitive and reasonable costs.

Tenna Administration

• Assist with ongoing audits of Tenna asset assignments to ensure equipment is assigned to the correct division and General Foreman.
• Manage user access by removing terminated employees and adding approved drivers.
• Participate in quarterly fleet audits to ensure all equipment and asset information remains accurate and current.
• Pull and distribute prebuilt reports within Tenna as requested.
• Assist with Out of Service (OOS) tagging coordination to maintain accurate equipment status reporting.
• Track and manage available Tenna devices for redeployment.

General Fleet Support

• Provide administrative support to the Fleet team to improve operational efficiency and allow team members to focus on specialized responsibilities.
• Track work completed on rental equipment, create work orders, and coordinate vendor communication for potential credits.
• Support preventative maintenance scheduling and coordinate with internal mechanics to ensure timely completion of PM services.
• Assist with ordering fleet parts and materials as needed.

Who Were Looking For

• High School Diploma or equivalent.
• Strong attention to detail and data accuracy.
  
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
  
• Proficient in Microsoft applications and the ability to learn new software systems as required.
• Proficient in Inventory or Asset Management systems.
• Local to York, Pennsylvania but with occasional travel to other offices, customer facilities, jobsites and yard locations for offsite meetings.
• A can-do attitude, strong work ethic, and ability to collaborate effectively with various teams.
• Driving record free of moving violations, accidents and have the ability to drive company vehicles safely.

Why Choose IBA

• Culture of Growth:Many of our leaders started in entry-level field roles and advanced within the company.
• Flexibility & Autonomy:We empower our team to succeed without micromanagement.
• Competitive Compensation & Benefits:Includes competitive salary, vehicle allowance program, 401(k) with company matching, tuition reimbursement, and comprehensive benefits package including medical, dental, and vision.
• Stability & Variety:Work for multi-generational family-oriented business on diverse, fast-paced projects without the stress of a large corporate structure.
• Incentives:Performance -based bonuses/incentives and a progressive PTO programs that grows with your tenure!
• Collaboration:A team environment where we work together to solve challenges and celebrate wins.

Step Into a Career That Powers the Future!

IB Abel is an equal opportunity employer, all qualified applicants are encouraged to apply.