Kentucky Farm Bureau Mutual Ins Co

  • Fleet Administrator

    Job Locations US-KY-Louisville
    Posted Date 1 month ago(1 month ago)
    Job ID
    # of Openings
    Support Services
  • Overview

    This position is responsible for the overall coordination and management of the organization’s fleet of motor vehicles. 



    • Serves as the point of contact for any fleet management issues for both the fleet vendor and fleet users throughout the organization.
    • Provides exceptional customer service to all fleet users.
    • Develop and manage relationships and service levels with vendors, dealers, service providers, manufacturers, and fleet management company.
    • Executes the replacement policy and works with the employee/customer to order a new vehicle through the fleet vendor.
    • Monitors and manages the fleet operation costs, which includes fuel, maintenance, and lease expenses.
    • Manages all budget and expense tracking related to fleet.
    • Participates in local or national trade organizations to continue education and learn about best practices regarding fleet administration.
    • Monitors the expectations and needs of the organizations fleet users.
    • Works with leadership to fulfill current needs and plan for future needs of the organization related to the fleet program
    • Regular, predictable attendance as employee has to physically be in the office.
    • This list of essential functions is non-exhaustive and may be supplemented as necessary.



    • Assists in coordinating the ordering and reassignment of Fleet vehicles.
    • Prepares a purchase order for fleet vehicles.
    • Receives and verifies daily purchase invoices. Dates and codes account and center numbers on invoices for various purchases; including all Company Fleet vehicle maintenance and fuel records.
    • Responsible for reviewing and updating automotive fleet file information on the vendor website.
    • Purchasing authority for items equal to or less than $5,000 with either a corporate credit card or purchase order.
    • Completes various fleet reports for the Accounting Department and Fleet Manager.
    • Completes all paper work for the sale and disposition of company fleet vehicles.
    • Pays taxes and renews registration for all fleet vehicles.
    • Approves fleet vehicle orders submitted by corporate drivers.
    • Provides the list of company vehicle drivers to the Underwriting Department for the annual NOE endorsement mailing.
    • Manage the KFB loaner pool of vehicles, which includes scheduling utilization, maintenance, repairs, etc.
    • Work individually with any new or promoted employees receiving a fleet vehicle and orient them to the company vehicle manual and procedures surrounding the fleet program.
    • Sends out new vehicle driver information.
    • Serves as Notary Public for departmental needs.
    • Handles the acquisition and disposal for company cars.
    • Resolves routine problems that arise in the normal course of business related to fleet vehicles with vendors and/or drivers.
    • Verify, approve, and allocate monthly invoices.
    • Run annual MVR’s for all fleet drivers.
    • Monitor and report on driver accidents and violations.
    • Create model year vehicle selections based on the needs of the organization.
    • Respond to occasional after-hours calls when immediate fleet assistance is needed.



    • Physical demands: Normal vision/hearing (with or without correction); Lifting up to 30 lbs.; Speaking.
    • Mental demands: Ability to analyze and resolve problems; Able to comprehend new concepts and procedures quickly.
    • Environmental factors: Standard office lighting, temperature and noise.
    • Equipment: Telephone; Computer.


    • Bachelor’s degree preferred, or a combination of formal education, training and experience to acquire knowledge and skills generally equivalent to a person with a four-year degree.
    • Valid driver’s license required.
    • Ability to multi-task and manage multiple priorities
    • Excellent oral and written communication skills.
    • Strong attention to detail.
    • Proficient in Microsoft Office Software.
    • Even-tempered, service oriented individual.
    • Good organizational and decision-making abilities.
    • #CB


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