Fleet Coordinator

For over seven decades, investor-owned utilities, municipalities, cooperatives, and others have entrusted their electrical construction and maintenance needs to Davis H. Elliot Company, Inc. (Elliot).

Elliot is a full-service electrical contractor specializing in overhead and underground distribution, transmission, substations, lighting, traffic signaling, utility locating, and industrial/commercial services.

We are seeking a Fleet Coordinator to join our Western Region team. This position supports fleet compliance, maintenance scheduling, vehicle records, and fleet readiness so crews have vehicles that are current on required inspections and ready for service.

The Fleet Coordinator coordinates inspection schedules, tracks vehicle status, maintains accurate fleet documentation, and follows issues through resolution. This position supports vehicles throughout their lifecycle, from receipt and commissioning through transfer, turn-in, or sale.

This position reports to the Regional Fleet Manager and works closely with internal maintenance teams, external vendors, operational leadership, and Accounts Payable.

• Experience in fleet administration, maintenance coordination, scheduling, logistics, or a related administrative or operational support role.
• Strong organization and attention to detail, with the ability to manage multiple schedules, deadlines, and follow-up items.
• Ability to communicate effectively with shop personnel, vendors, field leaders, and administrative teams.
• Proficiency with Microsoft Excel, Outlook, and electronic tracking and record-keeping systems.
• Ability to identify discrepancies, prioritize issues, and escalate concerns that could affect compliance or vehicle readiness.

• Experience supporting a fleet in utility construction, transportation, or a similar operating environment.
• Familiarity with DOT inspections, preventive maintenance schedules, dielectric testing, and vehicle registration and insurance records.
• Experience using Asset Works Fleet Focus or a similar fleet management system to maintain vehicle records, track inspections and preventive maintenance, and generate reports.
• Experience with Geo Tab/GPS, purchase orders, or invoice reconciliation.

• Coordinate and manage DOT, PMA, and PMB inspection schedules for all regional vehicles, proactively addressing upcoming due dates to keep inspections current and prevent past-due units.
• Schedule inspections with internal maintenance teams and external vendors, maintain accurate completion records, and follow up on outstanding work or missing documentation.
• Coordinate and track one-time and recurring dielectric inspections, ensuring required testing is scheduled, completed, and documented.
• Monitor Geo Tab/GPS systems for unit status and data accuracy, coordinate follow-up responses, and escalate unresolved issues to the appropriate personnel.
• Track new inbound vehicles, maintain commissioning documentation, and coordinate status updates and follow-up needed to prepare units for service.
• Coordinate vehicle transfers, turn-ins, sales, and other disposition activities, including required documentation, scheduling, and pickups.
• Distribute and maintain current vehicle registration and insurance documentation, ensuring records are accurate and available when needed.
• Work with Accounts Payable and appropriate internal personnel to resolve missing or incorrect purchase orders and invoices related to fleet expenses.
• Maintain fleet compliance trackers and exception reports for DOT, PMA, PMB, dielectric testing, and Geo Tab status; highlight upcoming deadlines, outstanding items, and risks of overdue inspections.
• Coordinate resolution of…