Fleet Operations Coordinator

Responsibilities

• Support the execution of current fleet objectives and assist local teams to ensure efficiency.
• Provide administrative support for the annual fleet budget request process, including gathering data and preparing documentation for vehicle ordering.
• Review upcoming/overdue registration renewals to minimize downtime and registration expenses.
• Provide guidance for required emissions testing and/or inspections within the area to assist with timely renewal in the region if there are excessively overdue.
• Coordinate movement of vehicles into and out of the area via trucking, as directed by the Fleet department.
• Track and help schedule routine repairs and preventative maintenance to promote vehicle reliability and reduce service disruptions.
• Assist local operations with scheduling fleet maintenance with 3rd party vendors.
• Review and approve monthly vehicle rentals; look for opportunities for vehicle transfers to cut down on rental costs within the region/division.
• Assist with processing purchase orders (PO’s) and invoices and coordinate with the corporate accounting department on daily information requests.
• Monitor monthly vehicle inspections for exceptions and coordinate with operations for necessary follow-up actions.
• Request insurance cards as needed.
• Assist with resolving vehicle registration issues by coordinating with internal departments and external agencies as needed.
• Review usage of company fuel card program and assist with compliance.
• Assist setting up equipment rentals such as forklifts and field equipment rentals.
• Assist with educating local operations on delivery of new vehicles processes.
• Help coordinate with local upfitters for the installation of required accessories (e.g., strobe lights, backup alarms, toolboxes) on fleet vehicles.
• Support review of DOT compliance in regard to vehicle requirements and driver qualifications if applicable to your operations.
• Responsible for the on-going development and administration of system reports – adapting to changing business imperatives.
• Participate in the day-to-day administration of the company’s vehicle and equipment telematics program, including device tracking and reporting support.
• Follow safety rules, guidelines, and standards for all projects; participate in pre-task planning and report any safety issues or concerns to management.
• Be responsible for maintaining quality standards on all projects.
• Perform other duties as assigned.

Requirements

• Bachelor’s degree in business administration, finance, accounting, or related field and 1 year of fleet, procurement, or sourcing experience. Or, in lieu of a degree, 5 years’ related experience.
• Basic understanding of various vehicle classes.
• Experience in fleet operations, logistics coordination, or vehicle maintenance management preferred.
• Strong understanding of vehicle registration processes, emissions testing requirements, and DOT compliance standards.
• Proficiency with telematics systems, fleet tracking platforms, and Microsoft Office Suite (Excel, Outlook, Word).
• Ability to interpret and act on system-generated fleet and maintenance reports.
• Previous involvement in equipment rental coordination and inventory tracking.
• Experience supporting vehicle inspections and implementing corrective actions.
• Basic negotiating skills and understanding of procurement process.
• Experience and aptitude toward exceptional customer service.
• Good understanding of “Procure to Pay” process and ERP functionality.
• Valid driver’s license with acceptable violation history may be required.