Administrative Assistant-Fleet

Administrative Midland , Texas


This is an intermediate level position that is responsible for handling all aspects of the fleet vehicles for the Permian Basin, as well as reception and administrative tasks including but not limited to expense account submissions, processing mail, customer service, answering phones, greeting visitors, as well as assisting with company events and maintaining files. This position may be responsible for confidential administrative assignments for several professionals in a particular department.

Essential Roles and Responsibilities:

Fleet and pool vehicle responsibilities includes but not limited to:

  • Overall management of over 100 field, office and pool vehicles
  • Coordinating vehicle returns and ordering vehicles as needed with Supply Chain Management
  • Managing vehicle registration for all pool vehicles
  • Managing both fleet and fuel data bases for all vehicles
  • Managing all fuel cards (ordering, changing, terminating, creating PIN numbers)
  • Submitting and reviewing invoices monthly to Accounts Payable
  • Picking up and dropping off pool vehicles at repair shops as needed
  • Working closely with both field offices on vehicle needs
  • Checking out pool vehicles to SM Employees
  • Working with the insurance company regarding any vehicle accidents
  • Maintaining pool vehicles for visitor/employee use
  • Coordinating with SM Employees on regular maintenance and repairs
  • Other duties assigned

Administrative & Receptionist general responsibilities includes but not limited to:

  • Answers incoming calls, responds to requests, delivers messages, greets visitors
  • Orders, receives and maintains office and kitchen supplies
  • Addresses, stamps, sorts and distributes mail, packages and other materials
  • Submits work orders for the building as needed
  • Assists office management with set up and take down for company events
  • Ensures office work rooms and kitchens are kept in an orderly fashion
  • Coordinates food delivery for lunch meetings and helps with meeting set-ups
  • Handles expense reporting and manages expense receipts
  • Other duties assigned


  • Conducts business with the highest ethical standards and has decision making skills that ensure the safety of all persons associated with SM facilities
  • Other duties as assigned

Role-Specific Technical Knowledge & Skills:
Requires a general knowledge of company and office practices and procedures. Prior experience in an administrative position and working with fleet vehicles is a plus. This position requires frequent use of Microsoft Word, Excel, PowerPoint, Microsoft Outlook, in addition to answering phones and responding to multiple requests at once.

High School Degree or equivalent required

Typical Experience:
1+ years of relevant work experience required.  General clerical and administrative experience in oil and gas industry experience a plus.