Fleet Coordinator & Receptionist

Fleet & Administrative Coordinator

The Fleet & Administrative Coordinator serves as the administrative backbone of the company's fleet operations while also providing professional front desk support. This position is responsible for maintaining accurate fleet records, coordinating registrations, insurance, equipment purchases, rentals, warranties, and asset tracking while ensuring the front office remains organized, welcoming, and efficiently operated.

Primary Responsibilities

• Fleet Compliance & Administration
• Fleet Asset Management
• Fleet Insurance, Warranty & Claims
• Equipment & Rental Coordination
• Fleet Reporting & Systems Management
• Reception & Office Administration
• General Administrative Support

Qualifications

• 2+ years of administrative or office coordination experience.
• Fleet, construction, landscaping, transportation, or equipment administration experience preferred.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office (Excel, Outlook, Word).
• Experience with Samsara, Aspire, or similar fleet/ERP software preferred.

Success Measures

• Maintain accurate and up-to-date fleet records across all systems.
• Ensure registrations, inspections, and insurance remain current.
• Assist Fleet Manager w/ equipment purchases, rentals, and warranty claims as needed
• Produce accurate fleet cost reporting for management.
• Maintain organized fuel card, toll tag, and asset records.
• Provide a professional first impression for all visitors and callers.
• Maintain a clean, organized, and well-stocked office environment.