Fleet Administrative Assistant

at  BB Electrical Utility Contractors LLC

About Us
United Utility is a dynamic and forward-thinking company that pioneers comprehensive and innovative solutions in support of power infrastructure investments across the United States. As the proud parent company to industry-leading utility service contractors specializing in transmission, substation, distribution, and grid hardening projects, we drive excellence and progress in the energy sector. Our headquarters are nestled in the vibrant heart of New Orleans, LA.
About The Role
As a Fleet Administrative Assistant at B&B Electrical & Utility Contractors (a Division of United Utility), you’ll play a vital role in ensuring the smooth functioning of our operations. Your support will be instrumental in driving efficiency and effectiveness within our team and enabling us to continue delivering outstanding results. Your work will have a direct impact on the business, contributing to the progress of power infrastructure development across the nation.

Key Responsibilities

• Update and maintain our Fleet Tracking System (Fleetio)- Data entry for vehicle maintenance and vehicle management.
• Assist in adding new users to all Fleet Management Systems
• Keep job boards, timesheets, inventories, and equipment accounted for, up to date and accurate.
• Manage and maintain fuel card ordering, reassignment, and termination.
• Ensure all units have the proper paperwork for compliance.
• Assist in IFTA Reporting and 2290 Filing
• Track and maintain all vehicle registrations and titles.
• Monitor and file DVIRs (Pre and Post Trip)
• Track and coordinate repairs.
• Schedule PMs/Oil Changes
• Schedule Dielectric and ANSI Testing for compliance
• Schedule DOT Inspections and ensure that DOT Federal Regulations are met for the company and to assist managers, supervisors, and DOT personnel in the company to meet compliance needs.
• GPS tracking and reporting
• Invoice coding for fleet repairs and fleet rentals.
• Schedule 3rd party transportation
• Assist with renting and off renting equipment.
• Tracking, auditing, ordering, and issuing Tools.
• Maintains accurate inventory count of tools on-hand.
• Additional administrative responsibilities include, but not limited to answering telephone calls, expense reports, data entry, filing, ordering office supplies and business cards, and scheduling travel needs for direct supervisor.
• Additional responsibilities assigned by Fleet Manager or Director

Key Qualifications

• Minimum of 1 years’ experience in an administrative support role.
• Excellent organizational and time management skills.
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong written and verbal communication abilities.
• Ability to handle multiple tasks and prioritize efficiently.

Key Nice-To-Haves

• Relevant certifications in administrative or office management.
• Associate’s Degree in Business Administration, Communications, or related field.

Key Info

• While performing the duties of this job, the employee is regularly required to sit for long periods of time; talk or hear; perform fine motor, hand, and finger skills in the use of a keyboard, telephone, or writing. The employee is frequently required to stand, walk, and reach with arms. We are committed to providing a flexible and inclusive work environment that accommodates the needs of all our team members.

• Update and maintain our Fleet Tracking System (Fleetio)- Data entry for vehicle maintenance and vehicle management.
• Assist in adding new users to all Fleet Management Systems
• Keep job boards, timesheets, inventories, and equipment accounted for, up to date and accurate.
• Manage and maintain fuel card ordering, reassignment, and termination.
• Ensure all units have the proper paperwork for compliance.
• Assist in IFTA Reporting and 2290 Filing
• Track and maintain all vehicle registrations and titles.
• Monitor and file DVIRs (Pre and Post Trip)
• Track and coordinate repairs.
• Schedule PMs/Oil Changes
• Schedule Dielectric and ANSI Testing for compliance
• Schedule DOT Inspections and ensure that DOT Federal Regulations are met for the company and to assist managers, supervisors, and DOT personnel in the company to meet compliance needs.
• GPS tracking and reporting
• Invoice coding for fleet repairs and fleet rentals.
• Schedule 3rd party transportation
• Assist with renting and off renting equipment.
• Tracking, auditing, ordering, and issuing Tools.
• Maintains accurate inventory count of tools on-hand.
• Additional administrative responsibilities include, but not limited to answering telephone calls, expense reports, data entry, filing, ordering office supplies and business cards, and scheduling travel needs for direct supervisor.
• Additional responsibilities assigned by Fleet Manager or Directo