Fleet Coordinator

Job Overview

The Fleet Coordinator supports the day-to-day administration and coordination of Gateway's fleet operations. This position maintains accurate fleet records, coordinates routine vehicle lifecycle activities, and develops collaborative working relationships with Care Center leadership, vendors, and internal partners to support fleet operations, resolve day-to-day issues, and help keep vehicles compliant, properly documented, and operationally ready. The Fleet Coordinator performs work within established procedures and approval authorities and escalates exceptions, significant cost or risk concerns, and unresolved issues to the Fleet Manager.

Essential Duties and Responsibilities

• Coordinate day-to-day fleet operational and administrative activities, including but not limited to vehicle registrations and renewals, fleet system updates (e.g., Fleetio, Geotab, WEX, and other fleet systems), management of Fleetio Issues and follow-up activities, responding to Care Center requests, and ensuring activities are completed in accordance with established policies, procedures, and approval requirements.
• Maintain accurate fleet records and documentation and coordinate administrative activities for existing, new, and transferred vehicles by creating, updating, and verifying information within applicable fleet systems and files, while partnering with Care Centers, vendors, and internal stakeholders to support vehicle readiness and lifecycle activities.
• Monitor vehicle lifecycle activities by tracking order, delivery, registration, inspection, maintenance, repair, and other fleet-related status information; communicating updates; and following up on missing, overdue, or inaccurate information.
• Coordinate vehicle maintenance and repair activities by reviewing repair estimates and maintenance records; communicating with repair vendors to clarify service recommendations, resolve billing and service issues, document approvals, monitor vehicle downtime, coordinate roadside assistance, towing, and rental vehicles as needed, provide maintenance reminders, and escalate issues outside established approval authority.
• Support vehicle transfers, lease returns, and disposals by coordinating required documentation, confirming approvals, updating fleet systems and records, communicating next steps, and tracking activities through completion.
• Administer assigned fuel card, PIN, transponder, and related fleet programs, including setup, assignment, replacement, record updates, issue resolution, and deactivation, as applicable.
• Provide responsive service and guidance to Care Center leadership, drivers, vendors, and internal partners by responding to routine inquiries, coordinating requests, and routing or escalating matters that fall outside established procedures or authority.
• Participate in cross-training, process improvement initiatives, fleet procedure implementation, and team coverage during absences, workload fluctuations, or special projects.
• Perform other related duties as assigned.

Education, Experience, and Qualifications

• High school diploma or equivalent required; additional education or training in business administration, fleet operations, transportation, automotive services, or a related field is preferred.
• Prior experience in fleet administration, transportation, automotive service, office coordination, vendor support, customer service, or a related operational environment is preferred.
• Valid driver’s license and ability to meet company driving requirements when operation of a company vehicle is required.

Knowledge, Skills, and Abilities

• Strong organizational and administrative skills, with the ability to manage multiple priorities, deadlines, records, and follow-up activities.
• Effective written and verbal communication skills and the ability to work professionally with employees, leaders, vendors, and external service providers.
• Working knowledge of fleet, vehicle maintenance, registration, insurance, fuel, toll, telematics, or related processes, or the ability to learn these processes.
• Ability to interpret and follow policies, procedures, approval requirements, and system workflows; sound judgment to recognize when escalation is required.
• Attention to detail and commitment to accurate, complete, and timely documentation.
• Customer-service orientation with practical research, problem-solving, and issue-resolution skills.
• Ability to work independently while collaborating effectively as part of a team and providing backup coverage across assigned areas.
• Proficiency with Microsoft Office or related productivity tools; ability to learn and use fleet management and vendor platforms.
• Ability to handle company and employee information appropriately and maintain confidentiality.

Working Conditions and Physical Requirements

• Work is primarily performed in a professional office or remote-office environment and involves prolonged periods of sitting, computer use, telephone communication, and repetitive hand and finger movement.
• Occasional visits to Care Centers, vehicle locations, vendors, or service facilities may be required.
• The position may require responding to time-sensitive fleet issues during normal business hours and, on an infrequent basis, outside normal hours when business needs warrant.

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