Administrative Assistant Job at Circle K (Houston)

Job Description

The Fleet Service and HSSE Administrative Assistant plays a central role in keeping fleet operations running efficiently across multiple locations. This is not a traditional administrative role - it blends administrative execution with operational ownership, requiring strong coordination across field teams, vendors, and leadership. This role is responsible for maintaining accurate fleet data, driving follow-through on maintenance and asset activities, managing vendor interactions, and ensuring fleet-related processes are completed on time. The Administrative Assistant acts as the connective point between internal teams and external partners, ensuring nothing falls through the cracks. Success in this role requires strong organization, persistence, and the ability to manage multiple workstreams at once while maintaining accuracy and accountability.

Job Responsibility

Own the accuracy and completeness of fleet asset records across all systems
Maintain real-time updates on vehicle status, location, registration, and lifecycle stage
Manage the full lifecycle of fleet assets
Coordinate onboarding of new vehicles and equipment
Execute transfers between locations
Track and complete decommissioning and disposal activities
Monitor fleet system data to identify gaps, inconsistencies, or missing updates
Proactively follow up with field teams to resolve discrepancies
Maintain tracking and accountability for fleet technology assets (cameras, tablets, fuel cards, etc.)
Ensure all required documentation (titles, registrations, compliance records) is current and accessible
Serve as the primary point of contact for vendors, dealerships, and service providers
Own scheduling and follow-up for vehicle maintenance, repairs, rentals, and equipment installations
Track open work orders and actively drive them to completion
Follow up with vendors and internal teams until issues are resolved
Escalate delays, service issues, or vendor performance concerns when needed
Coordinate warranty claims from initiation through resolution, ensuring proper documentation
Maintain clear records of vendor interactions, timelines, and outcomes
Own preparation and distribution of recurring fleet reports for leadership
Maintenance status, asset utilization, downtime, and open issues
Track key operational activities and ensure deadlines are met across fleet initiatives
Identify trends or recurring issues in fleet data and flag concerns to leadership
Support execution of fleet campaigns and initiatives by tracking progress and ensuring completion across locations
Coordinate communication across field operations, maintenance teams, and leadership to ensure alignment
Manage inventory levels of fleet-related equipment across multiple locations
Initiate and track orders to ensure timely availability of parts and equipment
Coordinate shipment and distribution of materials to field locations
Maintain inventory accuracy and resolve discrepancies through follow-up with sites
Track fleet-related expenses including repairs, maintenance, and vendor invoices
Own purchase order creation and invoice processing for fleet-related spend
Ensure all expenses are properly documented, coded, and submitted on time
Maintain compliance-related documentation and ensure adherence to company standards
Support audits by ensuring records are complete, accurate, and accessible

Requirements

High school diploma required
associate or bachelor’s degree preferred
3–5+ years of experience in administrative, operations coordination, fleet, logistics, or maintenance environments
Experience supporting multi-location or field-based operations strongly preferred
Prior experience managing vendors or external partners preferred
Public notary or willingness to obtain notary status
Strong ownership mindset
High attention to detail with the ability to manage large volumes of data accurately
Ability to manage multiple priorities and deadlines in a fast-paced operational environment
Strong follow-up discipline
Comfortable pushing vendors and internal teams to meet expectations
Data and systems proficiency
Intermediate to advanced Microsoft Excel required
Experience working in fleet, ERP, or asset management systems preferred
Clear and professional communication skills across all levels of the organization
Ability to identify issues, solve problems, and escalate when needed
Comfort working independently with limited direction

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Administrative Assistant

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