Fleet Coordinator

Description

The Fleet Coordinator is responsible for the day-to-day coordination of Hunter Communications' fleet operations, with primary responsibility for vehicle availability, preventative maintenance, repair coordination, fleet compliance, vehicle lifecycle activities, and fleet records. The position serves as the central coordination point between employees, fleet leadership, repair facilities, vendors, and internal stakeholders to help ensure Company vehicles are safe, compliant, available, and properly maintained.

This position regularly operates and transports Company vehicles between Hunter locations and vendor facilities and responds to time-sensitive fleet operational needs.

• Own day-to-day tracking of fleet availability, including vehicles out of service, expected return-to-service dates, replacement vehicle needs, and operational impacts; proactively communicate fleet availability issues to affected stakeholders.
• Monitor preventative maintenance schedules and coordinate vehicles with employees, shops, and other vendors.
• Track open repairs from initial report through completion.
• Review fuel card and GPS data for unusual fuel usage, mileage discrepancies, duplicate charges, purchases exceeding tank capacity, and other exceptions.
• Coordinate response to breakdowns and urgent vehicle repairs, including after-hours situations when required.
• Review inspection and defect reports, follow up on reported safety concerns, and elevate vehicles that need to be removed from service.
• Obtain repair quotes, assist with purchase orders, review invoices for accuracy, and ensure completed work is properly documented.
• Track recalls, warranties, vendor repairs, annual inspections, and required corrective actions.
• Manage rental or replacement vehicles when company vehicles are unavailable.
• Assist with new-vehicle delivery, upfitting, licensing, insurance, GPS installation, fuel cards, decals, and assignment.
• Coordinate the removal and disposal of retired vehicles, including cancellation of insurance, fuel cards, GPS service, and registrations.
• Assist with accident reporting, claim documentation, repair coordination, and claim-status tracking.
• Prepare reports on downtime, maintenance costs, fuel usage, vehicle utilization, overdue services, and fleet availability.

• Maintain fleet asset files (digital and/or physical) for each vehicle/equipment item, including ownership documents, compliance records, maintenance history files, inspection forms, vendor work orders, and related correspondence.
• Ensure inspection forms and checklists are current, distributed as needed, and returned/completed documentation is filed accurately.
• Maintain a consistent filing and naming standard for fleet documentation so records are easily searchable and audit-ready.
• Create and maintain fleet forms, templates, logs, and trackers used for compliance, documentation, and reporting.

• Maintain accurate, up-to-date records for vehicle registrations, titles, plates, tags, permits, and related documentation.
• Track all renewal dates and proactively coordinate renewals to ensure uninterrupted compliance.
• Maintain insurance documentation for all fleet assets (vehicles, trailers, and powered equipment), including policy records, vehicle schedules, certificates of insurance (COIs), and claim-related documentation as assigned.
• Maintain a compliance calendar (registrations, inspections, policy renewals, reporting deadlines) and provide routine status updates to the Fleet Manager.
• Support audit readiness by maintaining well-organized, complete documentation and assisting with information requests from leadership or authorities as directed.
• Assist with…