Fleet Coordinator

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Group Full Time Project Professional Long Beach, CA, US

Salary Range: $28.00 To $31.00 Hourly

We are looking for an experienced, highly organized, and detail-oriented Fleet Coordinator to oversee the day-to-day administrative operations, coordination, and compliance of our company fleet.

Our company operates in the experiential marketing and event production industry, supporting events and projects throughout California and across the United States. Our fleet includes commercial trucks, trailers, and company vehicles used to transport event equipment and materials. The ideal candidate will have at least 3-4 years of hands-on experience in fleet administration, DOT compliance, vehicle registration, maintenance coordination, inspections, permitting, and fleet recordkeeping.

This position requires someone who can work independently, manage multiple deadlines, stay ahead of compliance requirements, and coordinate with drivers, management, maintenance vendors, and outside agencies.

• Manage daily administrative activities for company vehicles, commercial trucks, and trailers.
• Maintain accurate and organized fleet records, including vehicle information, registrations, titles, insurance, inspections, and maintenance history.
• Track vehicle assignments, availability, mileage, and overall fleet status.
• Coordinate vehicle transfers, deliveries, repairs, and service appointments.
• Monitor and maintain vehicle registration renewals, license plates, tags, and required documentation.
• Ensure all company vehicles have current registration, insurance cards, and required documentation.
• Coordinate with Operations to ensure vehicles and trailers are ready for scheduled assignments and travel.
• Maintain fleet tracking spreadsheets, databases, and electronic records.

• Assist with and maintain compliance with applicable DOT, FMCSA, DMV, and California Highway Patrol (CHP) requirements.
• Coordinate and track California Biennial Inspection of Terminals (BIT) inspections and required documentation.
• Maintain inspection records and follow up on identified deficiencies or corrective actions.
• Track commercial vehicle inspections, annual DOT inspections, and required certifications.
• Maintain vehicle-related DOT compliance documentation and records.
• Coordinate vehicle registrations, renewals, permits, and interstate operating requirements.
• Track IFTA reporting requirements, fuel records, mileage documentation, and filing deadlines.
• Assist with IRP registration, apportioned plates, and interstate travel permits when applicable.
• Monitor regulatory deadlines to prevent expired registrations, permits, or inspections.
• Coordinate with management and outside compliance vendors to address regulatory requirements.

• Schedule and coordinate preventive maintenance, routine inspections, and necessary repairs.
• Track maintenance schedules based on mileage, service intervals, and manufacturer recommendations.
• Coordinate repairs with dealerships, mechanics, and outside service providers.
• Obtain repair estimates, follow up on approvals, and monitor service completion.
• Maintain detailed maintenance and repair records for each vehicle and trailer.
• Follow up on vehicle deficiencies reported by drivers and ensure timely resolution.
• Coordinate roadside assistance and emergency repairs when needed.
• Monitor vehicles placed out of service and communicate their status to Operations.

• Maintain driver-related fleet documentation, including driver's license information, medical…