Fleet Administrator

About the Role

We are seeking a highly organized and detail-oriented Fleet Administrator for a contracted, hourly position to manage the operational logistics and compliance of our nationwide demo vehicle fleet. This role is critical in supporting our sales efforts by ensuring vehicles are deployed efficiently, maintained correctly, and tracked meticulously.

What You'll Do:

Fleet Logistics & Management

• Manage the entire lifecycle of demo fleet transfer requests to support nationwide sales activities.
• Collaborate with Sales Operations and Leadership to validate requests and gain final approval for all vehicle transfers.
• Manage the day-to-day logistics, including submitting transfer requests to the internal Logistics team and working directly with external Brokers to arrange vehicle transport.
• Confirm pick-up and drop-off timing and details, and send the Bill of Lading (BOL) to the receiving party (e.g., dealer or sales representative).
• Update and maintain the Demo Fleet Tracker with accurate, real-time locations and statuses of all vehicles.
• Utilize vehicle telemetry/tracking software to gain insightful, accurate vehicle location data.

Compliance, Agreements, & Reporting

• Create, manage, and execute Trial Testing Agreements with the receiving party, ensuring all agreements are signed prior to vehicle drop-off.
• Collaborate with Harbinger Technical Program Managers (TPMs) to ensure demo vehicles are compliant for road use and equipped with the necessary and desired features for sales purposes.
• Analyze usage and prepare comprehensive reporting on demo fleet utilization. Provide strategic insights and guidance on the effectiveness of all deployments to drive efficiency.
• Generate and distribute a weekly fleet report summary on the usage and status of each demo vehicle.

Maintenance & Issue Resolution

• Log and communicate all vehicle issues that occur within the demo fleet to the Service and Customer Operations teams for immediate diagnosis and field repair.
• Note and track vehicle downtime in the fleet tracker and communicate updates to the receiving party.
• Collaborate with the Service team to schedule necessary service and maintenance on demo vehicles.
• Provide the Service team with current locations and planned durations for every
• vehicle to align with service needs and software update schedules.

Additional Sales Operations Responsibilities

• Assist with report distribution and meeting preparation
• Assist with vehicle selling duties such as order processing and order documentation

Qualifications

Required Skills & Experience

• Proven experience in a logistics, fleet, or operations role, preferably supporting a national operation.
• Exceptional organizational skills and meticulous attention to detail.
• Strong verbal and written communication skills for coordinating with internal teams, external brokers, and sales representatives.
• Proficiency in tracking systems and generating operational reports (e.g., Excel, Google Sheets, or dedicated Fleet Management Software).
• Ability to manage multiple priorities and deadlines simultaneously in a fast-paced environment.

Preferred Skills

• Demonstrated ability to create and standardize operational processes and workflows.
• Experience managing complex, time-sensitive logistical movements (e.g., freight, vehicle transport).
• Familiarity with contract or agreement management processes (e.g., tracking signatures, ensuring compliance).
• A process-driven mindset with a focus on efficient execution and error reduction.

Work location

• This role is based in our Garden Grove, CA office.
• This role is expected to work 4 days on site in office per week, with flexibility for remote work the remaining days.