Temporary Fleet Coordinator

Fleet Administrator

The Fleet Administrator is responsible for coordinating and maintaining the organization's vehicle, driver, fleet, and tool asset management programs. This position oversees vehicle assignments, acquisitions and disposals, driver eligibility and licensing records, motor vehicle record (MVR) compliance, fleet registrations, inspections, GPS tracking systems, maintenance coordination, fleet-related billing activities, and tool tracking. The role serves as a central point of contact between operations, drivers and employees, vendors, and internal departments to ensure accurate records, regulatory compliance, efficient asset utilization, and the uninterrupted operation of the company fleet.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple fleet administration processes while providing excellent customer service and operational support.

• Administer vehicle assignments, transfers, acquisitions, and disposals
• Maintain driver records, MVR approvals, license information, and CDL Clearinghouse compliance.
• Coordinate vehicle registrations, inspections, insurance documentation, and compliance requirements.
• Manage fleet asset records, including active, inactive, and down units.
• Administer GPS and telematics systems, including device tracking and troubleshooting.
• Support fleet maintenance activities, recalls, repair approvals, and vendor coordination.
• Reconcile fleet-related invoices, billing, credits, and maintenance expenses.
• Prepare and maintain fleet reports, compliance records, and operational tracking data.
• Serve as a fleet resource for drivers, operations personnel, and administrative teams.
• Administer the company's asset tracking program for tools and equipment valued at $1,000 or greater, including data entry, assignment documentation, audits, transfers, and reporting to support operational and financial controls.

Preferred Qualifications:

• Experience administering vehicle fleets, driver qualification files, MVR programs, registrations, or vehicle compliance processes.
• Knowledge of DOT regulations, CDL requirements, FMCSA standards, or motor vehicle compliance practices.
• Experience working with fleet maintenance vendors, leasing companies, insurance providers, or telematics platforms.
• Familiarity with vehicle acquisitions, disposals, transfers, registrations, and fleet asset tracking.
• Mechanical aptitude or general understanding of vehicle maintenance concepts is beneficial when coordinating repairs, recalls, and maintenance activities

Required:

• Valid driver's license with an acceptable driving record.
• Administrative experience, preferably supporting fleet operations, transportation, equipment management, logistics, or a related function.
• Experience maintaining detailed records and managing multiple administrative processes simultaneously.
• Proficiency with Microsoft Office Suite, particularly Excel, Outlook, and Word.
• Ability to learn and effectively utilize fleet management, GPS/telematics, vehicle management, and HR-related information systems.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Effective verbal and written communication skills with the ability to interact professionally with employees, managers, vendors, and external agencies.
• Ability to prioritize workload, meet deadlines, and manage competing priorities in a fast-paced environment.
• Demonstrated ability to maintain confidential employee, driver, and company asset information.
• Strong problem-solving and customer service skills with a focus on supporting field operations and drivers.
• Ability to analyze billing, compliance, and operational data to identify discrepancies and ensure accuracy.
• Proven experience coordinating with multiple departments and external vendors to resolve issues and maintain service continuity.

• Primarily works in an office environment with frequent use of a computer, phone, and other standard office equipment.
• Frequently required to sit, stand, walk, reach, and use hands and fingers to operate computer equipment and handle documents.
• Must be able to communicate effectively in person, by telephone, and through electronic communications.
• Occasionally required to travel to company offices, vendor locations, vehicle storage areas, or job sites to inspect assets, verify information, or support fleet operations.
• May occasionally be required to enter vehicle yards, maintenance facilities, or outdoor work environments where exposure to varying weather conditions may occur.
• Must be able to review vehicle information, inspection reports, registrations, and other documentation in both electronic and paper formats.
• Occasionally required to lift and carry files, supplies, or equipment weighing up to 25 pounds.
• Ability to maintain regular attendance and work extended hours when necessary to meet business needs.

• Primarily works in a professional office environment using a computer, telephone, and fleet…