FLEET COORDINATOR

Job Summary

The Fleet Coordinator supports the Logistics Manager in the day-to-day coordination, administration, and compliance of the company's vehicle fleet and driver programs. Responsible for scheduling and tracking vehicle maintenance and repairs, maintaining driver qualification files and DOT compliance documentation, administering fuel cards and telematics/GPS reporting, and supporting the company's Driver & Fleet Safety Program to help keep the fleet running safely, compliantly, and cost-effectively.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Fleet Administration & Scheduling

• Schedules and tracks preventive maintenance, inspections, registrations, and repairs for all fleet vehicles; coordinates with repair and maintenance vendors to minimize vehicle downtime.
• Maintains an accurate, up-to-date fleet inventory — vehicle assignments, mileage, service history, and warranty status — in the fleet/telematics system.
• Coordinates vehicle assignment, pickup, and return for new hires, transfers, and terminations, working closely with the Logistics Manager and HR.
• Processes and reconciles fuel card transactions, tolls, and other vehicle-related expenses; flags irregularities for the Logistics Manager's review.
• Monitors GPS/telematics data for vehicle location, utilization, and driving behavior, and prepares regular utilization and exception reports.
• Maintains organized records for vehicle titles, registrations, insurance cards, and lease/purchase agreements.

Driver & Compliance Support

• Maintains driver qualification files — license verification, MVR (motor vehicle record) checks, and required certifications — ensuring files stay current and audit-ready.
• Tracks and schedules DOT-required inspections, drug/alcohol testing, and other compliance deadlines; proactively flags upcoming or missed requirements to the Logistics Manager.
• Supports onboarding of new drivers, including scheduling required safety and defensive-driving training and confirming completion.
• Assists with accident and incident intake — collecting initial documentation, photos, and driver statements — and routes materials to the Logistics Manager and Risk Management for investigation.
• Helps administer the company's Driver & Fleet Safety Program at the day-to-day level, including distributing safety communications and tracking training completion.

Administrative

• Responds to routine driver and vehicle-related questions, escalating complex issues to the Logistics Manager.
• Prepares reports and correspondence as requested by the Logistics Manager or General Manager.
• Performs other related duties as assigned by management.

Supervisor Responsibilities of this Role

This position has no direct supervisory responsibilities.

SUCCESS FACTORS AND PERFORMANCE INDICATORS

• On-Time Preventive Maintenance Completion Rate
• Driver Qualification File Compliance / Audit Readiness
• Fuel Card & Expense Reconciliation Accuracy
• Fleet Utilization Reporting Timeliness
• DOT Compliance Deadline Adherence
• Vehicle Downtime

The Fleet Coordinator's success will be measured by many factors pertaining to the job, including, but not limited to, those listed above.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent required; Associate's degree preferred.
• One to three years of experience in fleet administration, logistics, dispatch, or a related administrative/coordination role.
• Familiarity with DOT regulations and fleet compliance requirements preferred.
• Proficiency with fleet/telematics software and Microsoft Office (particularly Excel).
• Strong organizational skills with the ability to track multiple deadlines and records accurately.
• Excellent written and oral communication skills.
• Ability to work collaboratively with drivers, vendors, and cross-functional teams.
• Acute attention to detail; proven ability to manage multiple priorities and meet deadlines.
• Valid driver's license with an acceptable driving record.

Physical Demands and Work Environment

Physical Demands:

• Primarily sedentary; sitting, typing, and talking on the telephone for extended periods.
• Occasional walking around the warehouse and fleet yard to support vehicle inspections and inventory.
• Ability to lift and carry up to 25 pounds occasionally.
• Wear personal protective equipment (PPE) as required when in the warehouse or fleet yard.
• Needs use of voice, and eyesight both near and distance.
• Occasional local travel between office, warehouse, fleet, and vendor locations.

Working Environment:

• Normal, conditioned office environment with regular attendance in the fleet yard for vehicle inspections and coordination.
• Occasional exposure to outdoor conditions when inspecting vehicles or coordinating maintenance.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.