Fleet Coordinator

Job Description

Job Description

Overview

CoolSys solves the most complex challenges in refrigeration, air conditioning, heating, engineering, and energy management. With over 3,700 associates nationwide, we deliver tailored solutions to help businesses cut costs, improve equipment performance, and reduce emissions.

Our services include HVAC and refrigeration equipment sourcing, installation, repair, maintenance, monitoring, and optimization. We also offer engineering design, energy resilience and consumption optimization, asset recycling, and seamless multi-site rollouts across states.

CoolSys serves over 45,000 customer locations in industries like retail, food service, commercial, data centers, industrial, and pharmaceuticals.

No wonder Newsweek named CoolSys one of America’s Greatest Workplaces!

We understand that hiring great people is the foundation of everything we do. Our employee benefits packages include: 

• Competitive pay: $23-30/hr
• Benefits: Medical, Dental, Vision and Prescription coverage. 
• Paid vacation, holidays, and floating holiday.  
• 401(K) with Company match. 
• Company sponsored life insurance, as well as optional AD&D, short and long-term disability. 
• Tuition reimbursement. 
• Employee discounts on vehicles, hotels, theme parks, select cell phone bills and so much more. 
• Pet Insurance. 
• Legal Plan, and ID Theft Protection. 

Responsibilities

The Fleet Coordinator focuses on administrative and data-related tasks to support the effective management of the vehicle fleet. This role involves handling documentation, compliance, and reporting, with an emphasis on organizing and maintaining accurate records to ensure that the fleet operates smoothly and efficiently.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Maintain and update records for all fleet vehicles, including registration, insurance, and maintenance history.
• Ensure vehicles are compliant with regulatory requirements by managing and filing necessary documentation and reports.
• Ensures that repair and maintenance work is completed according to organization and industry standards.
• Monitors and records fleet activities to ensure that vehicles are operating smoothly and efficiently.
• Input and update data in fleet management software, including vehicle details, maintenance schedules, and driver information. Responsible for completing vehicle transfers and disposal requests.
• Generate and distribute regular reports on fleet performance, maintenance status, and cost analysis based on the guidance of the fleet manager.
• Monitor and record expenses related to fleet operations, including maintenance, fuel, and insurance, and assist in budget preparation.
• Manage records related to vehicle suppliers and service providers, including contracts and service agreements.
• Assist in scheduling maintenance and repairs by coordinating with service providers and updating records accordingly.
• Assists drivers and clients by answering inquiries, providing accurate information, and delivering prompt updates.
• Works with other staff members to identify and acquire new fleet assets and vendors.
• Processes accounts payable and receivable documentation for department.
• Ensures insurance and registration information is renewed properly.
• Embodies the CoolSys CARES culture (Collaboration, Accountability, Respect, Empowerment, Safety).
• Performs other duties as assigned.

Qualifications

Work Experience / Skills

• Minimum of 2–3 years of direct experience in fleet operations, commercial fleet maintenance administration, dealership service writing/advising, or asset management.
• Strong organizational skills and attention to detail.
• Proficiency in data entry and fleet management software.
• Ability to produce accurate and timely reports.
• Must be able to come into the office on a hybrid schedule.
• Ability to understand and follow all company policies and procedures and all applicable State and Federal laws.
• Ability to use typical business tools including E-Mail, Word, Excel, etc.