Fleet Administrative Assistant

Description

Proactively monitor expiration dates and manage active contracts, measurements, deadlines, amounts, and related documentation to ensure contractual compliance and information accuracy. * Execute the membership onboarding process (filling out the Cooperative Act via Forms, collecting signatures) and offboarding process (termination agreements, share calculation) for cooperative members. * Process toll reimbursement (collection, verification against daily operational reports, system entry, and submission for billing). * Manage toll tags (TAGs) for the company-owned fleet (cancellation/inclusion) and reconcile rental invoices (measurement vs. billed amount), entering data into the system for payment processing. * Generate individual (PF) registration forms for cooperative members and their dependents for accounting purposes (tax deduction). * Proactively monitor expiration dates, maintain updated spreadsheets and control systems, organize physical and digital files, and provide support to administrative, operational, and financial departments. * Monitor and manage vehicle tracking devices (activations, deactivations, maintenance, and billing), ensuring alignment with suppliers and operations. * Record accounts payable and receivable, verify invoices, support reconciliations, and manage financial controls for contracts. Monitor and control the validity of mandatory fleet and driver documents (vehicle licensing, IPVA tax, insurance, vehicle inspections, traffic fines, and other regulatory records), ensuring legal compliance, mitigation of operational risks, and vehicle roadworthiness. * Execute and oversee the onboarding and offboarding processes for cooperative members, including completing the Cooperative Act via the system, collecting and validating signatures, formalizing termination agreements, and calculating shares, ensuring statutory compliance and financial accuracy. * Manage the toll reimbursement process, including collecting receipts, verifying against operational reports (daily report), entering data into the system, and forwarding for billing—ensuring information accuracy and adherence to deadlines. * Administer toll tags (TAGs) for the company-owned fleet (inclusion, cancellation, and registration updates), and perform technical reconciliation of rental invoices (measured usage vs. billed amounts), validating, entering into the system, and forwarding for payment. * Prepare, analyze, and validate individual (PF) registration forms for cooperative members and their dependents, ensuring data integrity and proper submission to accounting for tax calculation and deduction. * Maintain updated management spreadsheets, control systems, and databases, ensuring document traceability, organization of physical and digital files, and technical support to administrative, operational, and financial departments. * Ensure fleet documentation and operational regularity with the Department of Buildings and Highways of Minas Gerais (DER/MG), ensuring compliance with current legislation, mitigation of regulatory risks, and uninterrupted operations. Requirements • Experience in administrative routines related to transportation, vehicle documentation control, finance (accounts payable), or secretarial work. • Completed high school education. • Currently pursuing a bachelor’s degree in Business Administration, Law, or related fields is a plus. • Proficiency in Microsoft Office (Intermediate Excel for control spreadsheets). • Power BI knowledge is desirable. • Basic knowledge of traffic legislation and experience with integrated management systems. • System proficiency. • Driver’s license category B. Skills * Vehicle Documentation Management * Automotive Maintenance Control * Advanced Excel * Fleet Management Systems (FMS) * Traffic Legislation * Operational Cost Analysis * Preparation of Management Reports Compensation: R$1.700,00 - R$1.800,00 per month Benefits: * Medical assistance * Profit-sharing program * Meal allowance Work location: On-site