Fleet Coordinator

Job Description

Job Description

The Fleet Coordinator supports the day-to-day administration, coordination, and maintenance of the Company’s fleet of vehicles and equipment. This position helps ensure fleet assets are properly assigned, maintained, documented, and available to support field and office operations.

The Fleet Coordinator works closely with field leadership, Operations, Safety, Human Resources, Accounting, vendors, and employees to coordinate vehicle assignments, preventive maintenance, repairs, registrations, inspections, fuel programs, and fleet records. The position serves as a primary administrative point of contact for fleet-related requests and helps ensure Company vehicles are operated and maintained in accordance with Company policies, safety requirements, and applicable regulations.

Tasks may include, but are not limited to the following:

· Coordinate daily fleet operations, including vehicle assignments, availability, scheduling, and utilization.

· Maintain accurate records for vehicles, including registration, inspections, insurance, mileage, maintenance, and

repair history.

· Schedule and monitor preventive maintenance, routine servicing, inspections, and repairs.

· Coordinate with mechanics, dealerships, towing companies, rental agencies, and other fleet service vendors.

· Monitor vehicle downtime and work to minimize disruptions to operations.

· Track fuel usage, mileage, maintenance expenses, and other fleet-related costs.

· Review vehicle condition reports and ensure identified issues are addressed promptly.

· Assist with vehicle acquisition, replacement, disposal, transfers, and inventory management.

· Ensure fleet documentation remains current and complies with applicable company policies and regulatory requirements.

· Maintain records related to driver assignments, vehicle usage, inspections, and compliance.

· Coordinate accident and incident reporting, including gathering documentation and communicating with appropriate

internal departments and insurance representatives.

· Communicate with drivers regarding vehicle availability, maintenance schedules, safety requirements, and operational

concerns.

· Monitor driver compliance with company fleet policies and procedures.

· Prepare fleet reports, spreadsheets, and performance metrics for management review.

· Identify opportunities to reduce operating costs, improve vehicle utilization, and increase fleet efficiency.

· Assist with developing and implementing fleet policies, procedures, and standard operating practices.

· Respond to vehicle-related issues and coordinate timely solutions to operational problems.

· Maintain professional relationships with internal departments and external vendors.

· Perform other fleet, transportation, and administrative duties as assigned.

Requirements

· Working knowledge of fleet administration, vehicle maintenance coordination, or transportation operations preferred.

· Strong organizational skills with the ability to manage multiple vehicles, assignments, deadlines, and service requests simultaneously.

· Strong attention to detail and ability to maintain accurate records.

· Ability to track preventive maintenance schedules and follow through on outstanding items.

· Effective verbal and written communication skills.

· Strong customer-service orientation when working with field employees, supervisors, vendors, and internal departments.

· Ability to communicate professionally with employees at all levels of the organization.

· Ability to identify problems, gather information, and escalate issues appropriately.

· Ability to maintain confidential and sensitive Company and employee information.

· Basic understanding of vehicle registration, insurance, maintenance, and repair documentation.

· Ability to read and understand vehicle service records, repair estimates, invoices, and fleet reports.

· Proficiency with Microsoft Office applications, particularly Outlook, Excel, and Word.

· Ability to learn and effectively use fleet management, telematics/GPS, fuel management, ERP, and other Company s systems.

· Ability to work effectively in a fast-paced construction environment where priorities and fleet requirements may change quickly.

Ability to work independently while maintaining effective communication with management and field operations.

Education:

· High school diploma or GED required.

Certifications/Licenses:

· Valid state-issued driver's license with an acceptable driving record required.

· No professional certification is required.

· Fleet-related certifications through organizations such as NAFA or similar professional associations are a plus but not

required.

Experience Requirements:

· Two (2) or more years of experience in fleet coordination, fleet administration, transportation, logistics, equipment

coordination, automotive service administration, construction operations, or a related field preferred.

· Experience supporting a commercial construction, electrical contracting, industrial, transportation, or field-service

organization preferred.

· Experience maintaining vehicle or equipment records and coordinating maintenance and repairs preferred.

· Experience working with fleet management or GPS/telematics and electronic vehicle monitoring systems is a plus.

Benefits

-Medical

-Vision

-Dental

-401k

-PTO

-Bonus incentives