Fleet Operations Administrator

About Westgate Resorts
Westgate Resorts provides a diverse range of vacation experiences. From sandy beaches on the Atlantic Ocean to snow-covered Utah mountains, families can affordably experience the country's most desirable vacation destinations. A world leader in the timeshare and hospitality industry, Westgate has resorts in Florida, Tennessee, South Carolina, Missouri, Utah, Nevada, and Arizona. Westgate meets every vacation expectation, for every family, for every budget. As we continue growing, we will continue offering the best and most-affordable vacation options out there!

Job Summary
The Fleet Operations Administrator oversees the accurate and timely registration of company vehicles and assets, maintains up-to-date fleet records, and supports administrative functions related to vehicle lifecycle management. This role ensures compliance with fleet policies, vendor requirements, and regulatory standards while supporting internal stakeholders with fleet-related needs.

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. Additionally, the individual must embody and adhere to the following core company values:

• Integrity

• Passion

• Work ethic

Essential Duties and Responsibilities

• Ensure accurate and timely registration of all vehicles and assets.

• Assist in gathering required documentation for tag renewals and issue resolution.

• Maintain fleet vendor platforms (e.g., WEX, Enterprise, Mike Albert, Connell, TSD, Ford) with accurate descriptors, including department, billing, and point of contact.

• Coordinate with department heads and the Director on vehicle disposals.

• Update and maintain current estimates of fleet value and liability.

• Oversee the installation of telematics and tolling systems for newly acquired assets.

• Manage gas cards and employee PINs, including issuance, transfers, and terminations.

• Conduct semi-annual inventory true-ups, including GL code reviews with property and department heads.

• Confirm vehicle unit numbers and GL codes for invoice processing.

• Submit invoices to the web center (Accounts Payable) in a timely manner.

• Track and enter monthly parts and labor costs into the allocation sheet for submission to accounting.

• Process parking and toll violations to avoid registration holds and additional fees.

• Provide general support and assist with other fleet-related tasks as needed.

Job Requirements

Experience

• 2 - 3+ years of experience in fleet coordination, asset management, or a related administrative role.

• Strong organizational and time management skills with attention to detail.

• Knowledge of vehicle registration and compliance processes preferred.

Education and Certifications

• High school diploma or equivalent; associate’s degree a plus.

Skills and Knowledge

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).

• Experience with fleet management software is a plus.

• Ability to communicate effectively with internal departments and external vendors.

Why Westgate?

• Comprehensive health benefits – medical, dental and vision
• Paid Time Off (PTO) – vacation, sick, and personal
• Paid Holidays
• 401K with generous company match
• Get access to your pay as you need it with our Daily Pay benefit
• Family benefits including pregnancy, and parental leave and adoption assistance
• Wellness Programs
• Flexible Spending Accounts
• Tuition Assistance
• Military Leave
• Employee Assistance Program (EAP)
• Life, Disability, Accident, Critical Illness & Hospital Insurance
• Pet Insurance
• Exclusive discounts for Team Member (i.e., hotels, cruise, resorts, restaurants, entertainment, etc.) 
• Advancement & development opportunities
• Community Involvement Programs

Westgate Resorts is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status or any other protected status under federal, state or local law. If you have a disability and believe you need a reasonable accommodation in order to complete your application or any part of the recruiting process, please email WGAccommodations@wgresorts.com with the job title and the location of the position for which you are applying.