Fleet Coordinator

Job Overview

The Fleet Coordinator manages documentation, reporting, and audits for corporate vehicles and Product Support processes. The role maintains fleet and driver records, supports DOT requirements, and audits Service and Parts administration to ensure adherence to company standards.

Key Job Responsibilities

• Fleet & Vehicle Administration
• Record Keeping: Maintain up-to-date vehicle records, including registrations, titles, insurance, and inspections.
• Lifecycle Support: Partner with the Komatsu NA Fleet team on vehicle acquisition, assignment, maintenance, and retirement.
• Utilization Tracking: Monitor fleet usage data to identify underutilized or salvage-eligible assets and report findings to management.
• Reporting: Prepare and distribute reports on inventory, utilization metrics, and compliance indicators.
• Driver & DOT Compliance Support
• Driver Files: Maintain DOT and non-DOT Driver Qualification (DQ) files, tracking licenses, medical certificates, and training records.
• Onboarding & Safety: Coordinate new-hire road testing, driver orientations, and enrollment in the DOT Random Drug Testing program.
• Admin Support: Handle fuel card administration, mileage reporting, and driver compliance reviews.
• Product Support Operational Compliance
• Process Audits: Conduct recurring reviews of Service and Parts administrative processes to ensure SOP compliance.
• Work Order Reviews: Audit service and warranty work orders for correct formatting, timely closure, and proper "Complaint, Cause, and Correction" (3C's) documentation.
• Warranty Alignment: Validate supporting documentation for OEM and internal warranty requirements to ensure audit readiness.
• Trend Analysis: Identify and summarize recurring documentation gaps or processing delays for leadership review.
• Reporting & Leadership Support
• Document compliance trends and risks in structured reports to support leadership decision-making and corrective action planning.

Qualifications/Requirements

• 2–3 years of experience in fleet administration, logistics coordination, or a high-volume administrative support role.
• Basic understanding of DOT regulations, Driver Qualification (DQ) file management, and FMCSA compliance requirements.
• Proficiency with Microsoft Office Suite (especially Excel for tracking and reporting) and familiarity with Fleet Management Software (FMS).
• Strong analytical skills with a proven ability to audit records, financial documents (like work orders or fuel cards), and identify process gaps or data entry errors.
• Exceptional organizational skills with experience maintaining complex filing systems, asset lifecycles, and time-sensitive compliance renewals (licenses, medical cards, registrations).
• Clear written and verbal communication skills for generating leadership reports and professionally enforcing policy compliance with drivers and internal staff.
• Ability to work independently as an objective compliance resource, spotting trends and escalating risks to management objectively.
• Experience coordinating DOT random drug testing pools and new-hire driver onboarding.

Hiring Range

The actual offer will consider a wide range of factors, including experience and location. The role pays $75,000 to 85,000.

Company Benefits

• Health benefits: Medical, dental, vision, HSA, wellness programs, etc.
• 401k and/or employee savings programs
• Employee time off (vacation and designated holidays)
• Employee and family assistance programs
• Disability benefits
• Life insurance
• Employee learning and development programs

Diversity & Inclusion Commitment

At Komatsu, we come from diverse backgrounds, with unique perspectives, experiences and contributions. We believe that our people are part of our shared purpose. Connected by our core values of ambition, perseverance, collaboration and authenticity, we are committed to continually advancing in our support of diversity and inclusion. United, we are on a journey towards a sustainable future that creates value together.

Company Information

Komatsu develops and supplies technologies, equipment and services for the construction, mining, forklift, industrial and forestry markets. Headquartered in Tokyo, Japan, Komatsu employs more than 64,000 people worldwide, operating in more than 140 countries. For more than a century, the company has been creating value for its customers through manufacturing and technology innovation, partnering with others to empower a sustainable future where people, business and the planet thrive together. Since the company’s founding in 1921, Komatsu has been committed to supporting individuals and communities through job training, skills development and giving back. As a Komatsu employee, you will be encouraged to grow alongside our global company, contributing to a more sustainable future for all.

EEO Statement

Komatsu is an Equal Opportunity Workplace and an Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. #LI-CB1