Fleet Administrative Assistant

The Fleet & Environmental Program Coordinator provides operational and administrative support for UniFirst's Corporate Fleet and Environmental teams. This role coordinates compliance activities, project administration, invoice processing, data analysis, and reporting while ensuring accurate records and timely communication with internal departments, field locations, vendors, and regulatory agencies. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced environment with multiple priorities.

Schedule: Hybrid with two to three days mandatory in-office, but could change in the future. Monday-Friday 8:00 - 4:30 pm EST (Eligible for overtime when required or needed).

The responsibilities of this position include, but are not limited to, the following:

• Monitor 3 shared inboxes (general inquiries, fleet invoices, environmental emails) ensuring responsiveness and invoice processing. 

• Verify regulatory compliance across various profiles and partner with third-party vendors, accessing third-party portals as needed.

   

• Perform invoice reconciliation, handling complex financial documents (including legal invoices) that require precise account coding and attention to detail.
• Provide support to all UniFirst fields/locations and engineering staff.
• Maintain environmental reserve project budgets and expense tracking. 
• Coordinate regulatory payments and documentation with Accounts Payable and government agencies. 
• Maintain driver qualification files through J.J. Keller DataSense. 
• Administer fleet compliance programs, including California Pull Notice and How's My Driving. 
• Manage the Comdata fuel card program. 
• Coordinate vehicle replacement projects, including Oracle project setup and invoice tracking. 

• Maintain new fleet within UMMS (a couple hundred trucks). 

   

• Create Oracle Cloud projects for fleet purchases and engine replacement initiatives. 
• Allocate invoices accurately within project budgets. 
• Prepare reports and perform data analysis supporting operational decision-making. 

• Communicate with field locations regarding compliance requirements and project information.