Fleet Coordinator

Overview

At Hi-Way Paving, we are general contractors in the construction field that specialize in significant amounts of concrete paving, storm drainage, and excavation on highways and airfields.

The Fleet Coordinator supports construction operations by managing the company’s fleet of vehicles, trailers, and heavy equipment across multiple locations. This role serves as a central point of coordination for fleet compliance, registrations, rentals, telematics, and asset documentation, helping ensure units are job-ready, properly documented, and aligned with company and job-site standards. The ideal candidate is organized, detail-oriented, and comfortable working in a fast-paced construction environment.

This person should be able to follow established processes, maintain accurate records, support field and shop teams, and proactively address issues before they impact operations.

• Collaborate with purchasing staff and fleet managers to support operational workflow.
• Help maintain efficient fleet operations by ensuring timely and organized data management.
• Build and maintain cost and usage databases to support budgeting, forecasting, and cost-analysis efforts.
• Maintain a high level of attention to detail in a fast-paced environment.
• Source and obtain competitive quotes for new fleet vehicles, construction equipment, and rental equipment needed for active job sites.
• Coordinate regularly with the Equipment Superintendent, Shop Manager, and operations leaders regarding quotes, purchase timelines, rentals, and equipment needs.
• Track fleet and rental asset status across active operations, proactively identifying compliance gaps, missing documentation, inactive rentals, and equipment readiness issues before they impact the field.
• Ensure all fleet vehicles, trailers, and construction equipment maintain current federal, state, safety, registration, and tag compliance, with accurate documentation both on file and in each unit as required.
• Manage IFTA reporting and compliance, along with title processing, VIN verifications, and registration renewals.
• Oversee telematics systems for trucks and equipment, including unit setup, GPS tracking functionality, asset naming/numbering, and decal placement consistent with company standards.
• Track and monitor fuel usage across vehicles and heavy equipment, identifying discrepancies, inefficiencies, and cost-saving opportunities.
• Maintain organized and accurate records for registrations, inspections, titles, compliance files, and fleet documentation.
• Travel monthly to Ohio and other job-site locations to inspect fleet and equipment, verify compliance, and support field operations.
• Partner with field and shop teams to address deficiencies, maintain equipment readiness, and support safe, compliant operations.
• Enforce company policies, procedures, and fleet standards consistently across all locations and operating divisions.

• High school diploma or equivalent required; associate or bachelor’s degree in construction management, logistics, business, or a related field preferred.
• 2+ years of experience in fleet coordination, equipment management, transportation compliance, or a related construction support role, preferred.
• Working knowledge of DOT regulations, IFTA reporting, vehicle registration, and construction equipment compliance requirements.
• Familiarity with heavy equipment such as trucks, trailers, excavators, loaders, and other construction assets.
• Experience coordinating rental equipment and working with outside vendors is preferred.
• Strong organizational, administrative, and record-keeping skills with close attention to detail.
• Proficiency in Excel and comfort working in fleet management, telematics, or other operations software systems.
• Strong communication skills and the ability to work effectively with shop personnel, field leaders, vendors, and internal departments.
• Self-motivated and able to work independently while managing multiple priorities across locations.
• Willingness and ability to travel regularly to job sites, including out-of-state travel.
• Additional Requirements:
• Ability to gain clearance for restricted/high-security zones (e.g., airport AOA,…