About this role
The Fleet Coordinator plays a pivotal role in maintaining the operational efficiency of our fleet. You will be responsible for managing fleet data, ensuring regulatory compliance, and overseeing maintenance and safety programs. This position requires a proactive individual who can balance competing priorities, optimize asset utilization, and support our drivers and field operations with a high degree of precision and accountability.
Responsibilities:
- Fleet & Asset Administration: Maintain accurate fleet and driver records in vendor/internal systems; manage vehicle/trailer registrations, assignments, transfers, and disposals; oversee fuel card programs, toll transponders, and asset upfitting orders
- Compliance & Safety Management: Ensure DOT numbers are in good standing and monitor SAFER scores and compliance needs. MCS-150 renewal tracking. DOT/CDL compliance and recordkeeping; manage IFTA/IRP processes, cab cards, HOS, 2290 renewals, Pre-Trips, and insurance card distribution; oversee MVR programs, internal sublease agreements, California regulatory compliance (CARB/DOORS/TRUCRS/PERP), and accident investigations/claims documentation. Oversee driver LMS system and push for compliance.
- Maintenance & Telematics Oversight: Track preventive maintenance schedules and fleet recalls; review repair requests; manage telematics, GPS, and dash camera programs; own idling reduction initiatives and monitor driver safety trends to implement corrective actions
- Data Analysis & Reporting: Perform quarterly database reconciliations and monthly fuel audits; track fleet metrics for benchmarking; support budgeting/forecasting; maintain driver/employee profiles in systems like Holman/Geotab and handle onboarding/offboarding program enrollment
- Cross-Functional Coordination: Support vehicle rebranding projects, assist with M&A fleet integration, and act as a central point of contact for departments regarding fleet operations and driver needs
Qualifications
- High School degree; Associates or Bachelors Degree preferred
- 3+ years of fleet, transportation, equipment, safety, or operations experience
- Experience with fleet management systems and telematics platforms
- Demonstrated critical thinking and problem solving capabilities
- Strong Microsoft Excel, Outlook, typing, and data reporting skills
- An understanding of vehicle/equipment maintenance and repair processes
- Experience effectively managing vendors and service providers
- Excellent communication skills, with the ability to influence at all levels
- An ability to multitask, determine priorities, and track all the details to closure
- Experience supporting diverse assets across multiple locations
- Knowledge of FMCSA/DOT regulations and/or experience with DOT level fleets
- Knowledge of CA CARB/DOORS programs (preferred)
- Experience with GPS, camera, and telematics systems (preferred)
- Experience administering LMS platforms (preferred)
- Familiarity with insurance claims administration (preferred)
- Construction, paving, or field service industry experience (preferred)