Discover a more connected career
The Specialist Fleet Services will report to the Manager Fleet Services and provide administrative support. This position will work closely with the Manager Fleet Services to keep all DOT files up-to-date and in compliance; coordinate the execution of all fleet management tasks; and other administrative support. This position will also assist the Manager Fleet Services and Fleet Operations with other fleet administrative tasks as assigned by the manager.
Connecting you to great benefits
- Weekly Paychecks
- Paid Time Off, Parental Leave, and Holidays
- Insurance (including medical, prescription drug, dental, vision, disability, life insurance)
- 401(k) w/ Company Match
- Stock Purchase Plan
- Education Reimbursement
- Legal Insurance
- Discounts on gym memberships, pet insurance, and much more!
What you’ll do
- Ensure compliance with all Department of Transportation regulations by maintaining all fleet files
- Conduct periodic self-auditing of Fleet files, Pauley track to ensure compliance
- Work closely with Fleet Services Analyst to ensure DOT compliance
- Assist billing and office coordinators when necessary
- Responsible for handling front office reception and administration duties including greetings guest, ensure guest wear proper PPE, answering phones, handling company inquiries, sorting and distributing mail
- Ensure all fleet vehicle information is input accurately and timely. This includes tracking all, licenses, stickers, tires, fuel, emissions tests, oil changes, repair orders, etc. Through fleet PO spreadsheet. Ensure all invoices from fleet PO worksheet in fleet files. Ensure all mechanical work orders are in fleet files
- Keep rental tracker PO spreadsheet current and accurate, reporting all rentals to fleet manager
- Assist in notifying operations of needed preventative maintenance and DOT and aerial inspections weekly and maintains database
- Coordinates fuel card administration including ordering fuel cards, setting up driver IDs and reporting
- Maintains Fleet GPS systems and audit vehicles for proper driver assignments, audit to weekly employee report
- Maintain express toll Account – adding, deleting, and maintaining.
- Identify work process improvements that will lead to increased productivity and effectiveness
- Assist in assuring the inventory is in the proper designated all times. Track missing units and help with a physical inventory on a periodic basis
- Scan and upload all DOT inspection, registration, insurance and aerial inspection into Pauley Track, RAIR, fleet files, and Google drive
- Ensure proper procedures followed on deviated DVIR in fleet files Keep accurate records relating to the above duties with prompt submission to the Fleet Manager
What you’ll need
- 2-3 years of administrative experience with multi-functional administrative and/or processing responsibilities, which include database entry, spreadsheet creation, and general office support
- Valid Driver’s License
- Experience with FMCSA is a plus
- Good internet/computer skills are necessary
- High school diploma or equivalent is required
- Must have excellent communication and data entry skills and be proficient with Excel and Word
- Attention to detail critical for scanning and filing digital documents
- A proven track record of being dependable, on-time, accurate, thorough, organized, self-motivated and focused
- Standard office environment that may require sitting at a desk with some bending, stooping, walking and crouching
- Must be detail-oriented and be able to multi-task in a fast-paced environment
- Hours/Schedules are determined based on Region and Customer Needs and in compliance with any regulations; on average – must be able to perform the above for at least 8 hours per day 5 days per week
- Duties outlined in this position will require the employee to stand, crouch, sit, bend, and use hands and fingers to handle or feel as well as reaching with hands and arms to space both high and low. The employee will be standing, walking, climbing, balancing, crawling, crouching, lifting, or stooping a low amount of time while on shift
- The noise level in the work environment for this position is low
- Employees performing these job functions are required to lift or move up to 10 pounds and may frequently lift or move up to 50 pounds
- Specific vision abilities required to perform this job include but are not limited to: close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus potentially near and/or far as needed
Physical & Safety Requirements and the Working Environment:
(The physical duties outlined below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to be able to perform the outlined functions)
- Duties outlined in this position will require the employee to stand, crouch, sit, bend, use hands and fingers to handle or feel as well as reaching with hands and arms to spaces both high and low. The employee will be standing, walking, climbing, balancing, crawling, crouching, lifting, holding or stooping while on shift.
- The noise level in the work environment for this position is moderate.
- Employees performing functions of this position are regularly exposed to outside weather conditions which can include but is not limited to: extreme heat and cold temperatures; inclement weather such as rain, snow, sleet and dust as well as adverse driving conditions including wet roads, icy roads, and fog.
- Employees performing these job functions are required to lift or move up to 10 pounds and frequently lift or move up to 50 pounds.
- Employees in this job classification may be exposed to dust, fumes or other airborne pathogens.
- Employees may be exposed to toxic or corrosive chemicals as well as moving machinery parts and pieces.
- Specific vision abilities required to perform this job include but are not limited to: close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus potentially near and/or far as needed.
Pauley Construction, LLC; as well as the position of Specialist Fleet Services, are safety sensitive
Pay Range: The Specialist Fleet Services hourly wage range is $20.00 - $23.00, depending on experience.
Why grow your career with us
Pauley Construction is a regional contractor providing infrastructure solutions for the installation and maintenance of utility systems further offering regional contracting services throughout the West United States, specializing in full turnkey services for the design, installation and maintenance of utility infrastructure. Pauley has a highly skilled, diversified workforce that allows the flexibility to choose the most cost-effective and least disruptive placement methods. Our experienced and knowledgeable employees have helped us become a respected name in the utility construction industry.
Headquartered in Phoenix, Arizona, Pauley has served its customers located across many of the major Western markets, including Arizona, California, Colorado and Wyoming. Founded in 1991, Pauley is dedicated to meeting and exceeding its customer needs by adopting new technologies and providing superior customer service. From deep-ditch excavation, hand-digs, aerial construction to technical services including fiber and copper splicing, Pauley will get the job done right while guaranteeing on-time delivery.
Building stronger solutions together
Our company is an equal-opportunity employer — we are committed to providing a work environment where everyone can thrive, grow, and feel connected.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.
Your career here is more than just a job — it's your pathway to opportunity. Our hands-on training, supportive environment, and responsive leadership connect you to work with purpose. Our commitment to you extends beyond professional development to a safety-first culture that ensures you can do what you do best, with peace of mind.