Fleet Coordinator

About the role

We are seeking a detail-oriented, organized Fleet Coordinator to support the daily administration and operations of our vehicle fleet. This hourly position plays an important role in ensuring that vehicles, drivers, and fleet records remain compliant, accurate, and well managed.

Responsibilities

• Fleet Administration & Compliance:
  • Coordinate vehicle titles, registrations, renewals, and insurance documentation.
  • Manage vehicle disposal and sale processes, including required paperwork and recordkeeping.
  • Assist with lease buyouts and related documentation.
  • Conduct annual vehicle title audits and maintain accurate fleet records.
  • Cook graphic, branding, and upfitting with vendors.
  • Monitor recall notices and ensure required inspections are completed and documented.
  • Cook toll tag ordering, monthly toll approvals, and expense uploads.
  • Administer WEX fuel cards, including new card requests, cancellations, and quarterly audits.
  • Manage compliance with applicable fleet, licensing, registration, and reporting requirements.
• Fleet Systems & Driver Support:
  • Maintain fleet information within Fleetio and other fleet-related systems.
  • Create and update vehicle records and electronic vehicle files.
  • Serve as a primary point of contact for driver questions regarding Fleetio access, fleet policies, and vehicle information.
  • Cook vehicle transportation logistics, purchase orders, and related documentation.
  • Track vehicle deliveries and assist with delivery checklists and follow-up activities.
  • Cook telematics setup and maintenance.
• Fleet Team Support:
  • Assist with ordering new vehicles and coordinating with dealerships.
  • Support lease documentation and payment approval processes.
  • Assist with fleet reporting, utilization tracking, and data management.
  • Support annual budgeting activities and fleet record analysis.
  • Participate in driver onboarding and fleet orientation activities.
  • Attend regular fleet meetings and provide administrative support as needed.

Qualifications

• Associate degree preferred, or equivalent combination of education and experience.
• 2+ years of administrative, fleet, transportation, logistics, or related experience preferred.
• Experience working with vehicle records, compliance documentation, or fleet systems is a plus.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office, especially Excel.
• Able to manage multiple priorities and meet deadlines.
• Strong communication and customer service skills.
• Experience with Fleetio, WEX, telematics systems, or similar platforms preferred.