Rental Agent/Service Writer at Gabrielli truck sales – Albany, New York

About Us

Gabrielli Truck Leasing (GTL), a division of Gabrielli Truck Sales, is the Northeast’s largest commercial truck leasing and rental provider. We are seeking a Fleet Administrative Assistant to join our growing team.

This role is critical in supporting our Fleet Operations team, ensuring smooth day-to-day operations, accurate recordkeeping, and professional communication with customers and vendors.

Key Responsibilities

• - Provide administrative support to the Fleet Director, Regional Managers, Supervisors, and Facility Managers.

• - Prepare and maintain service department records, reports, and spreadsheets.

• - Assist with Preventative Maintenance scheduling and follow-up with customers.

• - Process warranty claims documentation and assist with OEM portal updates.

• - Help manage Billback Estimates by compiling photos, repair orders, and supporting files.

• - Monitor and track Out-of-Service and Substitute units, updating reports daily.

• - Coordinate with Parts Administrators to ensure proper billing and returns processing.

• - Prepare customer-ready correspondence, estimates, and compliance documentation.

• - Maintain electronic filing systems for inspections, registrations, and repair orders.

• - Support supervisors with timecard tracking, scheduling, and new-hire onboarding paperwork.

• - Answer phones and emails, providing professional customer support and routing inquiries appropriately.

• - Act as liaison between Leasing Fleet operations and other GTL departments (Sales, Rental, Retail Service).

Requirements

• - 2+ years administrative support experience (automotive/trucking industry preferred).

• - Proficient in Microsoft Office (Excel, Word, Outlook, Teams).

• - Experience with fleet management or dealership systems (Enrich, Decisiv, Geotab, or similar) a plus.

• - Excellent organizational skills and attention to detail. • - Strong written and verbal communication skills.

• - Ability to multitask in a fast-paced environment.

• - Must pass background check and drug test.

• - High School Diploma or GED required (Associate’s Degree preferred).

Benefits

• - Competitive salary with growth opportunities.

• - Full benefits package: Medical, Dental, Vision, 401K.

• - Paid Holidays and Paid Time Off.

• - Career development within the Gabrielli organization.

Why Join GTL? At Gabrielli Truck Leasing, you’ll be part of a team that values customer service, operational excellence, and professional growth. As a Fleet Administrative Assistant, your work directly contributes to keeping our customers’ trucks on the road and our operations running smoothl