Fleet Operations Coordinator

Fleet Operations Coordinator

Location: Salt Lake City, Utah Compensation: $60,000 - $70,000 annually (Full-time, exempt) Reports To: Field Operations Manager

Position Overview

The Fleet Operations Coordinator plays a vital role in maintaining the smooth and efficient operation of Southwest Adventure Tours’ vehicle fleet and related logistics. This position is responsible for coordinating maintenance, scheduling, asset management, and compliance functions that support our tour operations across the western United States.

The Fleet Operations Coordinator ensures that every vehicle meets safety, regulatory, and performance standards, while also supporting the operations team with logistical planning, asset readiness, and proactive problem-solving.

Key Responsibilities

• Fleet & Vehicle Management
  
• Coordinate scheduling, dispatching, and staging of tour vehicles to ensure readiness for each tour.
  
• Track and schedule all routine and preventative maintenance, repairs, and cleaning.
  
• Maintain detailed records of service intervals, inspections, and maintenance logs.
  
• Ensure compliance with DOT and state regulations, including vehicle documentation, ELD logs, and driver record monitoring.
  
• Coordinate with mechanics, vendors, and service centers to ensure timely vehicle turnaround.
  
• Manage vehicle registration, insurance renewals, and emission testing schedules.
  
• Conduct regular inspections of vehicles and garage facilities for safety and cleanliness.
  

Logistics & Asset Coordination

• Assign vehicle assets to tours and ensure proper tracking of keys, licenses, and equipment.
  
• Manage and maintain inventory of fleet-related supplies, spare parts, and operational gear (e.g., trekking poles, traction devices, first-aid kits, etc.).
  
• Assist in vehicle relocations, repositioning, and shuttle transfers as needed.
  
• Support tour operations by coordinating transportation logistics for guides and guests when necessary.
  
• Maintain an organized, functional, and safe garage workspace, ensuring tools and equipment are accounted for and in good condition.
  

Compliance & Safety

• Ensure all fleet operations comply with company safety standards and DOT/Federal Motor Carrier requirements.
  
• Track and maintain driver compliance records, including annual MVR checks, logs, and required certifications.
  
• Maintain up-to-date CUA (Commercial Use Authorization) permits and ensure adherence to National Park Service requirements.
  
• Support the development and implementation of safety policies and training materials.
  
• Monitor and report on safety incidents or maintenance-related risks.
  

Administrative & Financial Support

• Assist in developing and tracking the annual and monthly fleet operations budget.
  
• Process fleet-related invoices, receipts, and expenses accurately and promptly.
  
• Submit expense reports, fuel logs, and purchase documentation through company systems
  
• Support the operations team with guide scheduling, logistics adjustments, and customer service inquiries as needed.
  
• Maintain professional relationships with vendors, partners, and regulatory agencies.
  

Operational Support

• Provide administrative support to the Director of Field Operations and assist with tour logistics documentation.
  
• Help develop and refine internal systems for vehicle tracking, maintenance alerts, and resource management.
  
• Participate in company meetings, safety reviews, and annual operations planning sessions.
  
• Be available to assist with occasional weekend or after-hours logistics support when required (vehicle recovery, repositioning, etc.).
  

Qualifications

Required

• Strong organizational and problem-solving skills.
  
• Working knowledge of vehicle maintenance processes and safety regulations (DOT preferred).
  
• Proficient with spreadsheets, scheduling software, and digital recordkeeping.
  
• Valid driver’s license with a clean driving record (no more than one ticket in the past three years).
  
• Ability to lift up to 50 lbs and perform light physical labor associated with vehicle management.
  
• Flexible schedule and willingness to take care of emergencies and weekend vehicle needs on an as-needed basis.
  

Preferred

• 2 years of experience in fleet operations, logistics coordination, or related field.
  
• Experience in travel, transportation, or tourism-related industries.
  
• Knowledge of ELD systems, CUA compliance, DOT regulations.
  
• Familiarity with Samsara or similar fleet tracking platforms.
  
• CDL or passenger endorsement (not required, but advantageous).
  

Professional Standards

• Maintain a neat, professional appearance in line with company standards.
  
• Represent Southwest Adventure Tours positively when interacting with guides, vendors, and clients.
  
• Uphold the company’s mission: to create exceptional experiences that touch the heart, mind, and soul.
  
• Demonstrate integrity, accountability, and initiative in all aspects of work.
  

Compensation & Benefits

Salary: $60,000 - $70,000 DOE annually, plus performance-based bonuses

Schedule: Full-time (minimum 40 hours per week, Monday–Friday; nights and weekends as needed) note: This position requires a lot of travel, especially during the peak season (May-October).

Benefits:

• Health Share program participation
  
• Per diem and travel reimbursements
  
• Company credit card for authorized expenses
  
• Flexible off-season schedule (unlimited unpaid time off during non-peak months, contingent on job completion)
  

Work Environment

The Fleet Operations Coordinator will primarily work on-site at the SWAT garage in Salt Lake City, UT, with travel for vehicle relocation, inspection, or support at tour locations and other staging areas. This role requires both office and hands-on work environments, including time spent outdoors and in vehicle bays.

Requirements

• Strong organizational and problem-solving skills.
  
• Working knowledge of vehicle maintenance processes and safety regulations (DOT preferred).
  
• Proficient with spreadsheets, scheduling software, and digital recordkeeping.
  
• Valid driver’s license with a clean driving record (no more than one ticket in the past three years).
  
• Ability to lift up to 50 lbs and perform light physical labor associated with vehicle management.
  
• Flexible schedule and willingness to take care of emergencies and weekend vehicle needs on an as-needed basis.
  

Benefits

• Health Share program participation
  
• Per diem and travel reimbursements
  
• Company credit card for authorized expenses
  
• Flexible off-season schedule (unlimited unpaid time off during non-peak months, contingent on job completion)