Fleet Coordinator

NorthStar Energy Solutions, a Quanta Services, Inc. (NYSE:PWR) company, is headquartered in Grand Prairie, TX and operates across the Central Southwest part of the United States. We specialize in transmission lines, distribution lines, substation construction, foundations, storm damage repairs, and electrical contracting. Joining our team means being part of an organization that values drive, inclusion, career development, and excellence.

About the role

The Fleet Coordinator plays a critical role in supporting the day-to-day coordination, tracking, documentation, and communication of fleet assets, rental equipment, vehicles, trailers, tools, and specialty resources used in utility construction operations. This position works closely with fleet leadership, project teams, vendors, transportation personnel, shop teams, and field operations to ensure equipment needs are effectively planned, documented, scheduled, tracked, and supported in a timely and cost-effective manner. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment while maintaining accurate fleet records and providing excellent internal customer support.

Responsibilities

• Coordinate fleet asset, rental equipment, vehicle, trailer, tool, and specialty equipment needs for projects and internal operations.
• Receive, document, and process fleet-related requests from project managers, foremen, supervisors, field leadership, and fleet management.
• Assist with tracking equipment assignments, job numbers, locations, transfers, readiness status, rental status, and return needs.
• Support equipment delivery, pickup, transfer, staging, return, and movement coordination with vendors, transportation teams, yard personnel, shop personnel, and field operations.
• Maintain accurate fleet records, rental records, equipment documentation, vendor information, purchase orders, delivery tickets, off-rent confirmations, and related administrative files.
• Communicate with vendors and internal teams to help resolve equipment availability issues, delivery delays, breakdowns, billing questions, service concerns, and documentation discrepancies.
• Work with shop, yard, and field teams to help confirm equipment is safe, functional, compliant, properly documented, and ready to support jobsite needs.
• Monitor open rentals, equipment utilization, job assignments, return status, and fleet movement to help reduce unnecessary cost and improve equipment availability.
• Update fleet, ERP, dispatch, telematics, spreadsheet, and other tracking systems used by the company to keep asset and rental information current.
• Support monthly fleet reporting, rental reporting, cost tracking, utilization reviews, equipment status updates, and budget control efforts.
• Assist with vendor coordination, rental sourcing, quote comparison, and approved rental order processing as needed.
• Ensure fleet coordination activities follow company policies, approval processes, safety requirements, vendor agreements, and department procedures.

Requirements

• High school diploma or GED required; associate degree or additional training in business, logistics, construction management, fleet operations, or related field preferred.
• Previous experience in fleet operations, equipment rental, dispatch, logistics, construction administration, purchasing, maintenance administration, or related field preferred.
• Basic understanding of construction equipment, trucks, trailers, tools, fleet assets, rental processes, and field support needs.
• Ability to work in a fast-paced environment while managing multiple requests, vendors, projects, systems, and deadlines.
• Strong communication skills with the ability to coordinate effectively with field crews, managers, vendors, shop personnel, transportation, accounting, purchasing, and internal departments.
• Proficiency with Microsoft Office, especially Outlook and Excel; experience with fleet management, ERP, dispatch, GPS, telematics, rental, or maintenance systems is a plus.
• Strong attention to detail and ability to maintain accurate records, cost information, equipment numbers, rental dates, job numbers, locations, vendor documentation, and system updates.

Skills

• Organization and follow-through
• Fleet systems support and accurate data entry
• Customer service and vendor coordination
• Problem-solving and issue resolution
• Cost awareness, rental utilization control, and equipment tracking
• Ability to prioritize urgent field and operational needs
• Professional communication by phone, email, and in person
• Understanding of equipment readiness, safety, compliance, and jobsite support needs

Benefits

• 401(k) with immediate matching and vesting
• Fully comprehensive benefits packages: Medical, Dental, Vision
• Your choice of PPO, HSA, FSA
• Short term and long term benefits
• Employee discounts on consumer goods