Fleet Coordinator

Fleet Coordinator

Department: Loss Prevention 500013

Employment Type: Full Time

Location: Maple Heights

Reporting To: James Martin

We are seeking an organized and detail-oriented Fleet Coordinator to manage and oversee the daily operations of our company’s fleet. The Fleet Coordinator will ensure vehicles are maintained, compliant with regulations, and available for use, while also optimizing efficiency and minimizing operational costs. This role involves collaboration with drivers, vendors, and internal teams to ensure smooth operations and a well-functioning fleet.

The responsibility of the fleet coordinator will cover a designated segment of the fleet.

• Fleet Management:
  • Coordinate routine maintenance, repairs, and inspections to ensure vehicle safety and compliance.
  • Ensure compliance with issued preventative maintenance program.
  • Monitor vehicle performance, fuel efficiency, and mileage to optimize fleet utilization.
  • Meet with operational leaders of all regions routinely to determine the needs of the field are being met.
• Compliance and Safety:
  • Ensure adherence to all local, state, and federal transportation regulations.
  • Conduct periodic safety training sessions for drivers and ensure compliance with company policies.
• Cost Management:
  • Review and approve POs across selected responsibility areas for up to $1,500.
  • Coordinate repairs and minimize downtime.
  • Track and manage fleet-related expenses, including fuel, repairs, and maintenance.
  • Identify opportunities to reduce operational costs while maintaining service standards.
  • Address underutilized assets, irregular or unauthorized usage, and opportunities for disposal.
• Fleet Systems and Controls:
  • Manage and monitor GPS & camera systems.
  • Fuel card usage and exceptions.
  • Enforcement of fleet policies.
• Titling, Registration, and Compliance:
  • Manage vehicle titling, registration, and renewals.
  • Ensure vehicles remain compliant with internal, state, and DOT requirements.
  • Coordinate insurance additions and removals as vehicles are delivered or disposed.
• Acquisitions & Integrations:
  • Complete acquisition activity within assigned region.
  • Conduct a full fleet audit.
  • Assume ownership of re-titling and registration.
  • Ensure all vehicles are onboarded under current SOPs.
  • Validate GPS, fuel cards, insurance and PM compliance.
  • Meet with existing shops and potential shops for a new network.
• Reporting and Analysis:
  • Generate and analyze reports on fleet performance, expenses, and downtime.
  • Provide recommendations for fleet improvements, including vehicle replacements or upgrades.
• Claim Management:
  • Handle insurance claims for a selected region.
  • End-to-end management of submitted insurance claims.
  • Expedite claims to minimize downtime.

• 2-3 years of proven experience in fleet management, logistics, or a related role.
• Strong organizational and multitasking skills with the ability to prioritize tasks effectively.
• Knowledge of vehicle maintenance, repair processes, and transportation regulations.
• Proficient in fleet management software and Microsoft Office Suite (Excel, Word, etc.).
• Excellent communication and problem-solving skills.
• Valid driver’s license (CDL preferred but not required).

• Experience in managing a fleet of 300 units.
• Familiarity with GPS tracking systems and route optimization tools.
• Bachelor’s degree in logistics, business administration, or a related field.

This position may require occasional travel to service locations or fleet sites. A mix of office work and hands‑on fleet oversight will be necessary.

• Health Coverage – Medical, Dental and Vision
• Voluntary Life/AD&D, Short-Term and Long-Term Disability, Critical Illness
• 401(k)
• Paid Time Off
• Wellness Programs
• Additional Perks