Fleet Coordinator

Fleet Operations & Asset Management

• Maintain a comprehensive, real-time fleet inventory system tracking all vehicles, including pickup trucks, trailers, and XL commercial trucks across all company locations.
• Assign, track, and manage vehicle deployments to field personnel and operational sites across multiple states.
• Carefully coordinate vehicle transfers, relocations, and deployments in alignment with project needs and operational schedules.
• Monitor vehicle utilization rates and provide recommendations to optimize fleet size and composition.
• Manage vehicle acquisition, upfitting, and decommissioning processes in coordination with management and procurement.

Maintenance & Repairs

• Develop and administer a proactive preventive maintenance (PM) program for all fleet assets, including oil changes, inspections, tires, and scheduled service intervals.
• Track and document all maintenance and repair activities using fleet management software.
• Manage breakdown response and roadside assistance coordination for field personnel.
• Monitor and manage warranty claims and recalls across the fleet.

Regulatory Compliance & Safety

• Ensure all vehicles and trailers are registered, licensed, and insured in compliance with applicable state and federal regulations across all operating jurisdictions.
• Manage DOT compliance for applicable commercial vehicles, including driver qualification files, hours of service records, and annual vehicle inspections.
• Coordinate pre-trip/post-trip inspection programs and ensure defect reporting processes are followed.
• Support QHSE Manager with fleet-related safety initiatives, incident investigations, and corrective actions.
• Maintain compliance with FMCSA regulations for the company's XL commercial truck operations.
• Coordinate with QHSE on drug and alcohol testing programs for commercial vehicle operators.

Driver & Safety Program Support

• Administer the company's driver qualification program, including MVR (Motor Vehicle Record) checks, driver authorization, and annual reviews.
• Facilitate fleet safety training, including defensive driving and vehicle inspection procedures.

Financial & Vendor Management

• Manage fleet-related procurement including fuel cards, parts, tires, and vendor service agreements.
• Track and report fleet operating costs, maintenance expenses, and fuel consumption; identify cost reduction opportunities.
• Primary point of approval for invoices related to fleet maintenance, repairs, and vehicle-related services.
• Aid in annual fleet budget preparation and ongoing budget monitoring.

Reporting & Administration

• Generate regular fleet reports covering utilization, costs, compliance status, and maintenance schedules for QHSE Manager and leadership.
• Maintain accurate and organized records for all vehicles including titles, registrations, insurance certificates, and maintenance history.
• Administer the fleet management information system (FMIS) and ensure data accuracy and integrity.
• Support audits and provide fleet documentation as requested.

Education & Experience

• Associate's or Bachelor's degree in Business Administration, Logistics, Supply Chain, or a related field preferred; equivalent work experience considered.
• Minimum 3–5 years of direct fleet management or fleet coordination experience, preferably in the oil and gas, energy, or heavy industrial sector.
• Demonstrated experience managing a fleet of 100+ mixed vehicles, including commercial trucks and trailers.

Skills & Competencies

• Strong organizational skills with the ability to manage multiple priorities across geographically dispersed locations.
• Solid understanding of vehicle maintenance practices, repair processes, and commercial vehicle regulations.
• Excellent communication and interpersonal skills; ability to work effectively with field personnel, vendors, and management.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook); experience with ERP or work order systems a plus.
• Strong attention to detail with analytical skills to interpret fleet cost and performance data.
• Ability to work independently and exercise sound judgment in a fast-paced, field-operations environment.

Licenses & Certifications

• Valid driver's license with a clean driving record required.
• CDL (Commercial Driver's License) not required but preferred or considered a plus.
• Certified Automotive Fleet Manager (CAFM) or similar fleet management certification a plus.
• DOT compliance certification or training a plus.

Working Conditions

• Primarily office-based at the Imperial, PA headquarters, with regular travel to field locations and operational sites across multiple states (estimated 20–30% travel).
• Occasional work outside standard business hours may be required to address fleet emergencies or breakdowns.
• Work may involve occasional exposure to field environments including construction sites, well pads, and industrial facilities.
• Must be able to operate a motor vehicle and travel by air when necessary.