Fleet Coordinator

Position Overview We are looking for an experienced, highly organized, and detail-oriented Fleet Coordinator to oversee the day-to-day administrative operations, coordination, and compliance of our company fleet. Our company operates in the experiential marketing and event production industry, supporting events and projects throughout California and across the United States. Our fleet includes commercial trucks, trailers, and company vehicles used to transport event equipment and materials. The ideal candidate will have at least 3–4 years of hands-on experience in fleet administration, DOT compliance, vehicle registration, maintenance coordination, inspections, permitting, and fleet recordkeeping. This position requires someone who can work independently, manage multiple deadlines, stay ahead of compliance requirements, and coordinate with drivers, management, maintenance vendors, and outside agencies. Fleet Administration & Coordination Manage daily administrative activities for company vehicles, commercial trucks, and trailers. Maintain accurate and organized fleet records, including vehicle information, registrations, titles, insurance, inspections, and maintenance history. Track vehicle assignments, availability, mileage, and overall fleet status. Coordinate vehicle transfers, deliveries, repairs, and service appointments. Monitor and maintain vehicle registration renewals, license plates, tags, and required documentation. Ensure all company vehicles have current registration, insurance cards, and required documentation. Coordinate with Operations to ensure vehicles and trailers are ready for scheduled assignments and travel. Maintain fleet tracking spreadsheets, databases, and electronic records. DOT, DMV & Regulatory Compliance Assist with and maintain compliance with applicable DOT, FMCSA, DMV, and California Highway Patrol (CHP) requirements. Coordinate and track California Biennial Inspection of Terminals (BIT) inspections and required documentation. Maintain inspection records and follow up on identified deficiencies or corrective actions. Track commercial vehicle inspections, annual DOT inspections, and required certifications. Maintain vehicle-related DOT compliance documentation and records. Coordinate vehicle registrations, renewals, permits, and interstate operating requirements. Track IFTA reporting requirements, fuel records, mileage documentation, and filing deadlines. Assist with IRP registration, apportioned plates, and interstate travel permits when applicable. Monitor regulatory deadlines to prevent expired registrations, permits, or inspections. Coordinate with management and outside compliance vendors to address regulatory requirements. Fleet Maintenance & Repairs Schedule and coordinate preventive maintenance, routine inspections, and necessary repairs. Track maintenance schedules based on mileage, service intervals, and manufacturer recommendations. Coordinate repairs with dealerships, mechanics, and outside service providers. Obtain repair estimates, follow up on approvals, and monitor service completion. Maintain detailed maintenance and repair records for each vehicle and trailer. Follow up on vehicle deficiencies reported by drivers and ensure timely resolution. Coordinate roadside assistance and emergency repairs when needed. Monitor vehicles placed out of service and communicate their status to Operations. Driver & Fleet Compliance Support Maintain driver-related fleet documentation, including driver's license information, medical certification expiration dates, and required qualifications, as assigned. Coordinate with HR and management regarding driver eligibility and vehicle authorization. Assist with maintaining Driver Qualification Files (DQFs) and required DOT records. Support administration of Electronic Logging Device (ELD) systems and Hours of Service (HOS) documentation. Assist with reviewing driver vehicle inspection reports (DVIRs) and tracking reported deficiencies. Coordinate driver-related compliance reminders and documentation updates. Support DOT audits, inspections, and requests for fleet-related records. Fuel, Insurance & Expense Administration Administer fleet fuel cards and monitor fuel transactions. Track fuel consumption, mileage, and expenses for reporting and IFTA purposes. Review fleet-related invoices, maintenance charges, and vendor billing for accuracy. Maintain current vehicle insurance documentation and coordinate renewals. Assist with vehicle accident reporting, insurance claims, and repair coordination. Track fleet-related expenses and identify opportunities for cost savings. Maintain organized records of permits, tolls, registrations, maintenance, and other fleet expenses. Fleet Reporting & Vendor Coordination Prepare regular fleet status reports, including upcoming maintenance, inspections, registrations, and compliance deadlines. Maintain fleet calendars and tracking systems to ensure timely completion of required tasks. Coordinate with vendors, service providers, dealerships, and regulatory agencies. Communicate fleet updates, service delays, and vehicle availability to Operations and management. Identify potential compliance issues and proactively recommend corrective action. Assist with fleet process improvements and administrative procedures. Qualifications Minimum of

3–4 years of experience in fleet administration, fleet coordination, or commercial vehicle fleet operations

. Hands-on experience managing administrative responsibilities for multiple company vehicles, trucks, and/or trailers. Working knowledge of DOT, FMCSA, DMV, and commercial fleet compliance requirements. Experience coordinating vehicle maintenance, inspections, registration renewals, and repairs. Familiarity with California BIT inspections and fleet compliance documentation. Experience with IFTA reporting, mileage tracking, fuel records, and interstate vehicle permits. Experience maintaining fleet records, tracking deadlines, and managing compliance documentation. Strong organizational skills with excellent attention to detail. Ability to work independently, prioritize responsibilities, and manage multiple deadlines. Strong communication and problem-solving skills. Proficiency in Microsoft Excel, Outlook, and other Microsoft Office applications. Experience working with fleet management software or electronic recordkeeping systems. Physical Demands: Ability to sit and work at a desk or computer for extended periods. Ability to stand, walk, bend, reach, and occasionally kneel or crouch when inspecting vehicles or verifying fleet documentation. Ability to move throughout the office, warehouse, parking areas, and fleet yard as needed Ability to occasionally lift, carry, push, or move materials and supplies weighing up to 25 pounds. Ability to enter and exit company vehicles, including trucks and commercial vehicles, when necessary for assigned duties. Ability to occasionally travel locally to dealerships, repair facilities, inspection stations, or other fleet-related locations as required Note:

This position is primarily administrative and does not routinely require heavy lifting, physical vehicle repairs, or operating commercial vehicles. Any driving responsibilities must be specifically authorized by the company.