Division Coordinator-Garage

About the Role

The Division Coordinator provides administrative and operational support for Garage and Fleet functions, ensuring compliance, accurate reporting, and efficient coordination of resources. Maintains continual contact with fleet supervisors, management, and external vendors.

Responsibilities

• Promote and adhere to all Company Safety Policies, Code of Conduct, and licensing compliance requirements.
• Coordinate garage and fleet administrative processes, including timesheet management, payroll support, and scheduling.
• Monitor and report DVIR (Driver Vehicle Inspection Report) compliance, missed inspections, and vehicle idle time.
• Manage IFTA (International Fuel Tax Agreement) reporting, including weekly data entry, quarterly mileage, tax return preparation, and excise tax bills and abatements.
• Maintain fuel system records, daily readings, and complete monthly tax filings.
• Process toll billing (e.g., Mass Pike) and allocate charges accurately by division.
• Oversee asset lifecycle management: create and maintain files for new equipment, update COINS/Tenna systems, and process disposals and sales documentation.
• Handle IRP (International Registration Plan) compliance and related registrations.
• Maintain insurance renewal spreadsheets and coordinate updates.
• Compile and prepare monthly operational reports for fleet and garage activities.
• Schedule and coordinate division meetings, events, and training sessions.
• Perform additional duties as needed to support strategic initiatives and operational efficiency.

Requirements

• High school diploma or equivalent required; Associate degree in Business Administration or related field preferred.
• Minimum 2 years of experience in administrative support, project coordination, or operations; previous Fleet Coordination and/or Department of Transportation (DOT) regulations experience a plus.
• Strong organizational, time-management, and multitasking abilities with attention to detail.
• Analytical mindset with ability to follow structured processes and ensure accuracy.
• Excellent written and verbal communication skills for interacting with team members, vendors, and clients.
• Professional demeanor with ability to maintain confidentiality and adapt to fast-paced environments.
• Proficiency in Microsoft Office and familiarity with fleet and construction management technology platforms (e.g., Tenna, COINS).
• Employment is conditional upon successfully passing a pre-employment drug screening, consistent with applicable laws.

About the Company

At R.H. White, our day-to-day work is construction and we do it well. Our core purpose, however, is to create well-being for our people, our customers, and our communities. We've been doing it for 100 years and are always looking for team members who want to be part of something special.

Our employees selected three charities to dedicate our 100th-anniversary fundraising efforts, presenting each organization—Easterseals, Alzheimer's Association, and The Greg Hill Foundation—with $100,000 checks following nine months of fundraising. Team members also regularly volunteer with organizations fighting food insecurity, revitalizing homes and neighborhoods, raising money for cancer and other diseases, and participating in charitable missions important to them and their families.

We build careers through our Employee Development Department, which manages our Construction Management Trainee (CMT) and Foreman Development Programs. Our Leonard H. White Training Center offers craft skills training and leadership learning activities, and we provide tuition reimbursement.