Administrative Assistant - Vehicle & Equipment Records

This position will manage and maintain records related to company vehicles, trailers, and LNG (liquefied natural gas) equipment. Ideally, they will possess strong administrative dills, exceptional attention to detail, and a proactive approach to managing and tracking important documentation. This role requires the ability to multitask effectively and communicate clearly with various stakeholders. DOT regulation knowledge is a plus.

• Maintain records for all company vehicles, including registration, insurance, maintenance, and inspection history.
• Coordinate vehicle registration renewals, ensuring timely compliance with regulatory requirements.
• Monitor vehicle mileage and usage and create reports for maintenance purposes.
• Track and manage licenses and permits for trailers and LNG equipment, ensuring compliance with local, state, and federal regulations.
• Renew licenses and permits as required to maintain accurate records. Communicate with regulatory agencies for licensing and registration requirements.
• Create and maintain preventive maintenance schedules for company equipment.
• Coordinate maintenance appointments with internal teams and external service providers
• Document maintenance activities and update records accordingly to ensure compliance and efficient asset management.
• Prepare reports on vehicle usage, maintenance costs, and compliance status for management review on a regular basis.
• Serve as the primary point of contact for inquiries related to vehicle and Equipment Records.
• Collaborate with fleet management, operations, and finance teams to ensure accurate recordkeeping and compliance. Assist with preparing for audits as appropriate.
• Communicate proactively with stakeholders regarding upcoming renewals, maintenance schedules, and compliance deadlines.

QUALIFICATIONS:

• H.S. Diploma
• 5+ years of administrative experience, with 2+ years of vehicle management and recordkeeping required.
• Experience in natural gas or energy and/or logistics/transportation industries preferred.
• Organizational ability to manage multiple projects and effectively prioritize work.
• Demonstrated ability able to work cooperatively and positively on cross-functional teams, supporting team and company goals.
• Excellent communication and interpersonal skills.
• Ability to review and understand vehicle registrations, titles, and insurance documents.

WORKING ENVIRONMENT:

Expected to work 100% in the office (not hybrid).

Office equipment will be used including copy machines, telephones, keyboards, and computers.

Skills and activities require fine motor dexterity, good vision, good hearing, and clear speaking.

Non-smoking and drug free workplace.

DRUG-FREE WORKPLACE STATEMENT:

Stabilis Solutions, Inc. is a drug-free workplace that provides employment opportunities in compliance with all pertinent federal, state, and local laws. Our values promote employee participation in the delivery of quality services to our clients and customers. Employees are subject to pre-employment and random drug screens. Medical evaluations may also be required.

EQUITY IN THE WORKPLACE & EEO STATEMENT:

Stabilis provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

WORK SCHEDULE:

This is a full-time non-exempt position with possible overtime as required by the business, working from our corporate headquarters in Houston, TX.