Fleet and Facilities Coordinator

About the Role

The Fleet & Facilities Coordinator provides administrative, coordination, and documentation support for Townsend Energy's fleet, facilities, telematics, licensing, permitting, fuel card, vendor, and compliance-related processes. This position helps ensure that company vehicles, drivers, facilities, permits, licenses, inspections, fuel cards, telematics devices, vendor records, and related documentation are accurately maintained. Administrative coordination and document support tasks to support fleet and facilities leadership by owning routine coordination, tracking, reminders, documentation, and follow-up processes.

What You'll Be Doing

• Add, update, and deactivate drivers, vehicles, equipment, locations, users, and other records in Samsara, Foley, Embark, fuel card systems, maintenance systems, spreadsheets, and other assigned platforms.
• Maintain accurate driver, vehicle, equipment, location, department, and user profile information in assigned fleet and facility systems.
• Coordinate fleet-related onboarding and offboarding steps for drivers, vehicles, equipment, and assigned company assets.
• Maintain a current fuel card inventory showing card status, assigned driver, assigned vehicle, department, location, issue date, cancellation date, replacement history, and other assigned control information.
• Maintain vehicle files and a master fleet list that includes vehicle number, VIN, plate, registration expiration, inspection expiration, department, location, assigned driver where applicable, fuel card, telematics device, insurance status, and vehicle status.
• Coordinate vehicle registration renewals, plate transfers, updated insurance cards, inspection documentation, permit records, and related paperwork as directed.
• Coordinate with Mechanics, the Fleet Supervisor, Safety/Risk, IT, telematics vendors, and other personnel to support installation, troubleshooting, replacement, and documentation of telematics equipment.
• Route vendor invoices, cost questions, contract questions, insurance concerns, or scope concerns to the appropriate manager or Finance for review and approval.
• Work with vendors and department managers.

What It Takes

• Prior experience supporting fleet, facilities, construction, energy, fuel, propane, HVAC, maintenance, safety, compliance, or multi-site operations.
• Associate degree, administrative certification, fleet administration experience, facilities administration experience, business administration experience, or equivalent experience desired.
• Experience with fleet management systems, telematics systems, fuel card systems, compliance platforms, maintenance tracking systems, HRIS platforms, or similar business systems technology.
• Strong organizational skills and ability to manage multiple deadlines, records, platforms, renewals, requests, vendors, and follow-up items.
• Ability to maintain accurate records, track details, identify inconsistencies, and follow items through to completion.
• Ability to communicate professionally with employees, drivers, supervisors, managers, vendors, agencies, and internal departments.
• Microsoft Office, Outlook, Excel, Teams, SharePoint, PDF tools, and web-based platform experience.
• Ability to occasionally lift, carry, push, or pull documents, boxes, supplies, files, or equipment weighing up to 25 pounds.
• Valid driver's license preferred if travel to company locations, vendors, or agency offices is required.
• Must demonstrate professionalism, discretion, dependability, attention to detail, accountability, and commitment to safe and compliant operations.

Benefits

• Medical Insurance with company contribution for individuals and family; FSA and HSA options
• Vision and Dental Insurance
• Basic Life and AD&D Insurance
• Long-Term Disability
• 401k with company match
• 80 hours of vacation; accrued
• 40 hours of sick leave
• 9 Paid Holidays, including floating holidays
• Employee Assistance Program
• Other supplemental insurance options available

Pay

$34.00 - $38.00 per hour, depending on experience.

Schedule

Monday through Friday - Full Time.

Candidates will be required to pass a background check and drug test upon being given a conditional offer of employment.