Fleet Coordinator & Receptionist

Fleet & Administrative Coordinator – the administrative backbone of the company’s fleet operations and front-desk support.

Responsibilities

• Fleet Compliance & Administration
  • Maintain a complete listing of all vehicle registrations and expiration dates.
  • Coordinate vehicle inspections and registration renewals.
  • Ensure compliance with county and state-specific registration requirements.
  • Maintain current driver listings and required insurance notifications.
  • Maintain organized fleet records and documentation.
• Fleet Asset Management
  • Maintain accurate asset records within Samsara, Aspire, and company databases.
  • Track all pertinent asset information including:
    • Make, model, year
    • VIN/Serial Number
    • Purchase date
    • Purchase price
    • Loan/financing information
    • Warranty information
    • Assigned location and employee
  • Ensure all purchased or sold assets are properly documented and updated across all systems.
• Fleet Insurance, Warranty & Claims
  • Ensure all fleet vehicles and equipment are properly insured.
  • Coordinate additions and removals of assets from insurance policies.
  • Manage insurance claims from initiation through completion.
  • Coordinate warranty claims with manufacturers and vendors.
  • Maintain insurance and warranty documentation.
• Equipment & Rental Coordination
  • Coordinate administrative processes for all purchased and rented equipment.
  • Complete all required paperwork associated with equipment acquisitions.
  • Track rental periods and ensure equipment is returned on time.
  • Coordinate new rental requests with operations to ensure equipment availability.
  • Assist with onboarding new fleet assets into company systems.
• Fleet Reporting & Systems Management
  • Maintain accurate Samsara fleet data.
  • Track fleet costs including maintenance, fuel, repairs, rentals, insurance, and registrations.
  • Compile fleet cost reports for Fleet Manager review.
  • Monitor fuel card and toll tag inventory, assignments, distribution, and collection.
  • Maintain accurate reporting and fleet documentation.
• Reception & Office Administration
  • Serve as the primary receptionist and first point of contact for visitors, customers, vendors, and applicants.
  • Answer and direct incoming phone calls professionally.
  • Receive, sort, and distribute incoming mail and packages.
  • Maintain organized filing systems for fleet and administrative paperwork.
  • Stock and organize office supplies, breakrooms, and common areas.
  • Order office supplies, toiletries, paper products, coffee, beverages, and other office consumables.
  • Organize and maintain conference rooms to ensure they are clean, stocked, and meeting-ready.
  • Help maintain a clean, organized, and professional office environment.
• General Administrative Support
  • Assist with document preparation, scanning, filing, and record retention.
  • Support Fleet Manager with administrative tasks and special projects.
  • Assist other departments with administrative support as assigned.
  • Coordinate miscellaneous paperwork and maintain organized records.
  • Perform other duties as assigned to support fleet and office operations.

Requirements

• 2+ years of administrative or office coordination experience.
• Fleet, construction, landscaping, transportation, or equipment administration experience preferred.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office (Excel, Outlook, Word).
• Experience with Samsara, Aspire, or similar fleet/ERP software preferred.

Success Measures

• Maintain accurate and up-to-date fleet records across all systems.
• Ensure registrations, inspections, and insurance remain current.
• Assist Fleet Manager with equipment purchases, rentals, and warranty claims as needed.
• Produce accurate fleet cost reporting for management.
• Maintain organized fuel card, toll tag, and asset records.
• Provide a professional first impression for all visitors and callers.
• Maintain a clean, organized, and well-stocked office environment.

Benefits

• Health insurance
• Paid time off
• Vision insurance
• 401(k)
• 401(k) matching
• Dental insurance