Fleet Coordinator

Fleet Coordinator

Department: Fleet Operations

Reports To: Director of EHS & Risk

Position Summary

The Fleet Coordinator supports the company’s fleet operations by maintaining accurate records, coordinating compliance documentation, monitoring fleet-related requirements, and assisting with reporting and administrative functions. This role plays a critical part in supporting regulatory compliance, improving operational efficiency, and helping maintain a culture across the organization.

The ideal candidate is highly organized, detail-oriented, proficient with data management systems, and capable of handling sensitive information with professionalism and confidentiality.

Essential Duties and Responsibilities

Fleet Coordination Responsibilities

· Maintain fleet records including registrations, insurance, inspections, maintenance schedules, fuel records, and equipment inventories.

· Coordinate preventive maintenance and repair scheduling for company vehicles and equipment.

· Track vehicle inspections, oil changes, tire replacements, and service intervals.

· Monitor driver qualification files and assist with maintaining DOT compliance documentation when applicable.

· Assist with ELD/ROD tracking and documentation for applicable drivers.

· Coordinate fleet-related vendor appointments and service providers.

· Maintain records for vehicle assignments, GPS systems, telematics, and fleet tracking platforms.

· Assist with monitoring fleet incidents, damages, and vehicle-related corrective actions.

· Ensure fleet documentation is current and accessible for audits and customer requests.

Administrative Support

· Prepare spreadsheets, reports, presentations, and compliance summaries for leadership.

· Answer calls, emails, and requests related to safety and fleet operations.

· Assist with onboarding documentation for new hires.

· Support audits, inspections, and customer prequalification requests.

· Maintain confidentiality of sensitive team member and company information.

· Perform additional administrative duties as assigned.

Qualifications

· High school diploma or GED required.

· Associate degree in business administration, or related field preferred.

· Previous administrative, fleet, or compliance experience preferred.

· Experience with data entry and document management systems is strongly preferred.

Knowledge, Skills & Abilities

· Strong attention to detail and accuracy.

· Excellent organizational and time management skills.

· Proficient in Microsoft Office Suite including Word, Excel, Outlook, and PowerPoint.

· Strong communication and interpersonal skills.

· Ability to handle multiple tasks and changing priorities.

· Ability to maintain confidentiality and professionalism.

· Understanding of OSHA, DOT, or fleet compliance requirements required.

Physical Requirements

Prolonged periods sitting at a desk and working on a computer. Ability to occasionally lift up to 25 pounds. Occasional travel to field locations, shops, or job sites will be required.

Work Environment

This position primarily operates in an office environment but will occasionally visit active construction, industrial, or field work locations.