Hiring Operations and Administrative Manager

Operations & Administrative Manager
Fleet Maintenance Shop Operations Payroll Office Administration
Job Summary
The Operations & Administrative Manager is responsible for overseeing daily fleet, shop, office, payroll, inventory, and administrative operations for the company. This position ensures efficient coordination between drivers, dispatch, shop personnel, vendors, accounting, and management while maintaining compliance, organization, and cost control across all departments.

The ideal candidate is highly organized, detail-oriented, capable of multitasking in a fast-paced environment, and experienced in transportation, trucking, fleet maintenance.
Fleet Maintenance & Shop Operations
Coordinate repairs, service schedules for trucks, trailers, and equipment.
Work directly with the Shop Manager to prioritize repairs.
Prepare and manage work orders for maintenance and repair activities.
Track and document labor hours, repair history, and parts usage for all equipment repairs.
Coordinate with outside vendors.
Oversee office and shop equipment repairs .
Inventory & Parts Management
Maintain inventory of parts, shop supplies, and operational materials.
Track stock inventory and monitor usage of parts.
Research vendors and obtain the best pricing for parts and repairs.
Prepare purchase orders and coordinate ordering of parts.
Collaborate with the Shop Manager regarding parts ordering and inventory needs.
Maintain accurate inventory records and control expenses within budget guidelines.
Administrative & Financial Responsibilities
Review and approve invoices related to repairs and parts purchases.
Handle Accounts Payable in a timely and accurate manner.
Enter operational and financial data into QuickBooks.
Maintain company records for CPA ( Sales tax and yearly income tax prep)
Complete monthly bank reconciliations and maintain accurate financial records.
Maintain department costs within established budget guidelines.
Organize and maintain operational files, records, and company documentation.
Payroll & Human Resources Administration
Process and submit company payroll accurately and on schedule.
Handle employee reimbursements and garnishment documentation.
Maintain employee personnel files and monitor vacation/PTO balances.
Maintain emergency contact information for all employees.
Prepare and submit monthly Workers Compensation reports.
Assist with employee-related administrative matters and office support functions.
Assist with employee hiring and onboarding.
Compliance & Operational Support
Obtain and renew truck registrations, permits, and AST documentation with shop manager.
Handle audits and corresponding paperwork to ensure compliance.
Prepare weekly sales worksheets and operational reports for management.
Maintain organized records and files for company management and ownership.
Ensure all operational documentation remains current and audit-ready.
Collaborate with all departments to support efficient daily company operations.
Qualifications
Experience in trucking, transportation, logistics, fleet maintenance, or related operations preferred.
Strong knowledge of payroll, Accounts Payable, QuickBooks, and office administration.
Excellent organizational, multitasking, and communication skills.
Ability to manage confidential employee and financial information.
Strong problem-solving skills and attention to detail.
Proficiency in Microsoft Office, spreadsheets, and reporting systems.
Ability to work efficiently in a fast-paced operational environment.
Skills
Fleet & Maintenance Coordination
Inventory Management
Payroll Processing
Accounts Payable
Vendor Relations & Pricing Negotiation
Work Order Management
Budget Monitoring
Recordkeeping & Compliance
Team Collaboration
QuickBooks & Administrative Software Experience