Build Your Career with Liesfeld Contractor At Liesfeld Contractor, our fleet is a critical part of our operation. From heavy equipment and excavation machinery to CDL trucks, pickups, trailers, and attachments, our equipment supports some of the most challenging heavy civil and site development projects throughout the Greater Richmond region. The Fleet & Shop Administrator helps keep that fleet moving by making sure the administrative side of Repair & Maintenance is organized, accurate, and consistently followed through. You'll work behind the scenes and across departments to maintain records, coordinate preventive maintenance information, process invoices, manage vehicle documentation, track permits and renewals, support fleet reporting, and keep information flowing between the shop, field, vendors, Finance, Safety, and company leadership. This role requires someone who notices the details, asks questions when information is missing, follows up when something is overdue, and takes ownership of seeing tasks through to completion. If you are someone who enjoys creating order, solving administrative problems, working with systems, and becoming the person others can rely on to keep important details from falling through the cracks, we want to hear from you. Schedule Full-time |

Monday-Saturday Monday-Friday:

6:00 AM-5:30 PM |

Saturday:

6:00 AM-12:30 PM | Average 58+ hours per week •schedule may vary based on operational needs, emergency repairs, and field demands• Key Responsibilities HCSS Equipment360 & Maintenance Administration Coordinate heavy-equipment preventive-maintenance scheduling and service completion Create and maintain heavy-equipment PM work orders in HCSS Equipment360 Enter dealer, repair and Carter block-time invoices Maintain repair, service and maintenance records for heavy equipment, trucks, pickups and trailers Enter, update and close work orders across the fleet Maintain the heavy-equipment and truck repair backlogs in Equipment360 Follow up when work-order, invoice or repair information is missing Set up new equipment and vehicles in Equipment360 Enter warranty information and expiration dates Use Equipment360 alerts to help schedule inspections before warranties expire Perform a biannual service reconciliation by comparing vendor service invoices with Equipment360 records Help make sure Equipment360 information is accurate, complete and current On-Road Vehicle Administration Own the recurring administrative work for CDL trucks, pickup trucks and trailers. The Truck Shop Foreman will make the operating decisions and provide the information needed to keep the records current.

Responsibilities include:

Handle titles and DMV paperwork Handle registrations and license plates Handle Heavy Highway Use Tax Process and track overweight permits, EZ-Haul permits, superload permits and related permit or ticket items Process tarp and axle-up paperwork when required Administer E-ZPass accounts, devices, assignments, changes and removals Maintain truck, pickup and trailer records in TENNA and Verizon systems Maintain assigned-driver, Smart Tag, license, vehicle and asset records Keep truck safety-inspection records current based on information provided by the Truck Shop Foreman and Safety Department Maintain renewal schedules, account contacts and recurring deadlines Follow up before registrations, permits, accounts or other required items expire Handle weekly physical timecards and field-mechanic timecards Keep on-road vehicle records organized so the work does not fall back on the Truck Shop Foreman or other administrators Fleet Data & Reporting Support Check machine-hour and odometer information used for reporting Support monthly equipment-hour, utilization and idle-time reporting Support vendor-spend reporting Help compare Equipment360 costs with accounting records Support rental invoice review and double-billing checks Maintain rental records and related supporting documents Work with Taylor on equipment numbers and equipment identification Work with Taylor on attachment records and location tracking after new attachments are added to TENNA Help maintain accurate data across Equipment360, TENNA, VisionLink, Verizon, accounting and repair records Help organize information needed for replacement planning, warranty recovery and fleet-cost analysis Telematics & Technology Administration Support recurring VisionLink and heavy-equipment telematics administration Help maintain OEM telematics connections and equipment records Set up mechanic tablets through HCSS Coordinate Equipment360 and shop-computer updates with Taylor and IT Administer company iPads and cell phones Maintain device assignments and related records Coordinate with the employees who handle device ordering and the Verizon account Communication & Coordination Work with the Truck Shop Foreman to keep truck, pickup and trailer records accurate Work with the Equipment Manager on heavy-equipment records and PM information Work with mechanics to collect missing work-order, timecard and repair information Work with vendors to obtain invoices, service records and supporting documents Work with Finance to resolve missing or incorrectly coded fleet costs Keep Taylor informed of overdue work, missing information, upcoming renewals and problems that need a decision Learn the existing DMV, permit, E-ZPass, timecard and fleet-record processes from Cielo during the transition Build simple checklists and recurring processes so important administrative work does not depend on memory Required Qualifications Strong organization and attention to detail Good follow-through and the willingness to track an item until it is finished Ability to manage multiple deadlines and changing priorities Comfort working with spreadsheets, software systems and electronic records Experience reviewing invoices and comparing information between systems Clear communication with mechanics, vendors, managers and office staff Ability to identify missing or inconsistent information Willingness to learn trucking, fleet and heavy-equipment terminology Ability to handle confidential company and employee information appropriately Ability to work independently while knowing when a decision needs to be raised to another manager Preferred Qualifications Experience in fleet, trucking, transportation, heavy-equipment, repair shop, or construction administration Experience with vehicle titles, registrations, permits, DMV processes, or related transportation documentation Experience coordinating preventive maintenance schedules and service records Experience with invoice entry, cost tracking, and reconciliation Experience with HCSS Equipment360 or other fleet, equipment, or maintenance management systems Experience with TENNA, VisionLink, Verizon fleet systems, or similar telematics and fleet technology platforms Proficiency with Microsoft Excel, Outlook, and other Microsoft Office applications Mechanical knowledge a plus Physical Requirements Ability to work in both an office environment and active shop and construction settings Ability to frequently walk through shop areas and active work environments Ability to occasionally inspect trucks, trailers, and construction equipment Ability to work outdoors in varying weather conditions as needed Ability to consistently wear required personal protective equipment (PPE) while in shop and field environments Ability to occasionally lift up to 50 pounds What Success Looks Like Success in this role means keeping fleet and shop administration accurate, organized, current, and proactive. The Fleet & Shop Administrator will: Ensure work orders, invoices, service records, and maintenance information are entered accurately and on time Help make HCSS Equipment360 a reliable source for open repairs, preventive maintenance, and equipment service history Establish and maintain a clear, consistent process for on-road vehicle administration and documentation Proactively track registrations, permits, warranties, E-ZPass accounts, and other recurring requirements to prevent missed deadlines or expirations Keep truck, pickup, trailer, driver, and equipment records accurate and up to date Provide the Project Administrator, Truck Shop Foreman, Equipment Manager, and other key team members with accurate information without requiring them to chase routine paperwork Identify missing or inconsistent information and follow through until issues are resolved Reduce administrative overlap, missed items, and gaps in communication between the shop, fleet, field, and office Build simple, repeatable processes and tracking systems that improve accountability and make the department more efficient Become a dependable administrative resource who takes ownership of fleet and shop records from start to finish Why Join Us Build something new: join a newly created position with the opportunity to establish processes, take ownership, and grow with the role Work on meaningful infrastructure and site development projects throughout the Greater Richmond region Support a diverse fleet of trucks, trailers, heavy construction equipment, and attachments Work alongside experienced professionals across operations, maintenance, fleet, and project management Be part of a family-owned company with a strong reputation for quality, craftsmanship, and long-term employee success Play a direct role in improving fleet organization, equipment reliability, and operational efficiency Develop valuable experience with fleet systems, maintenance administration, reporting, and equipment operations Take on increasing responsibility and expand your role as the company and fleet administration function continue to grow Join a team-oriented environment where your work directly supports the people, equipment, and projects that keep the company moving Benefits Competitive salary based on experience Health, dental, and vision benefits Disability and life insurance 401k retirement plan with employer match Employee recognition and perk programs Paid time off and paid holidays Opportunities for career advancement and professional development Supportive, team-oriented work environment Looking for an opportunity where you can make a direct impact on fleet operations and help keep construction projects moving? Join Liesfeld Contractor and become an integral part of the team that keeps our trucks, trailers, and equipment operating at their best. Apply today and build your future with us. Please visit our website and apply today: https://liesfeld.com/job/fleet-shop-administrator/

Pay:

$18.00 - $25.00 per hour Expected hours: 58.0 per week Ability to

Commute:

Rockville, VA 23146 (Required)

Work Location:

In person