Fleet & Safety Coordinator

Partner. Energize. Deliver.

Guarantee Electrical is a leader in innovation, craftsmanship, and customer-focused solutions, delivering exceptional results for over a century. As a 100% employee-owned company, we take pride in fostering a culture of excellence, collaboration, and opportunity for both our clients and team members.

The Fleet & Safety Coordinator supports the company's Fleet and Safety Operations by providing administrative and compliance support to ensure the proper maintenance, documentation, and operation of all company vehicles and drivers. This role is responsible for maintaining DOT compliance, processing invoices and fleet records, managing vehicle and driver data, and assisting with safety and claims reporting. The Fleet & Safety Coordinator serves as a key link between the Fleet Manager, Safety Department, Accounting, and field operations to ensure all fleet activities run efficiently, safely, and within compliance standards.

• Fleet Compliance & Recordkeeping: Maintain up-to-date driver files, including driver licenses, DOT medical cards, and MVRs. Ensure vehicles and trailers have current DOT certifications and inspections. Maintain organized electronic and physical records for all fleet assets and driver compliance documentation.
• Billing & Invoicing: Process and reconcile invoices from fleet-related vendors. Create and maintain spreadsheets with formulas for expense tracking, fuel usage, and maintenance costs. Work closely with accounting for timely billing and documentation accuracy.
• Vehicle & Driver Management: Maintain an accurate and current list of company vehicles and assigned drivers across multiple systems. Update records daily to reflect changes such as new hires, transfers, or separations. Coordinate with HR for updates to vehicle allowances.
• Fuel Card & Vehicle Allowance Administration: Order, cancel, and manage company fuel cards. Ensure driver and vehicle data are current in the fuel management system. Verify insurance coverage and compliance for employees receiving vehicle allowances.
• Accident and Incident Coordination: File new insurance claims for vehicle incidents, follow up with adjusters, and assist with gathering supporting documentation and camera footage. Track open claims to ensure timely resolution and communication.
• Driver Training & Safety Oversight: Assign and monitor driver safety training courses. Assist in developing and maintaining quarterly driver scorecards. Ensure all drivers complete required training modules and corrective actions.
• Fleet Reporting & Analytics: Assist with reporting on vehicle usage, maintenance trends, and compliance metrics. Assisting with the administration of fleet telematics system. Support the Safety Department with data needed for performance reporting.
• Vehicle Recalls & Preventive Maintenance: Monitor vehicle recall notices and coordinate with drivers to ensure timely service completion. Maintain recall tracking logs.

• 2+ years of experience in fleet administration, transportation compliance, or a related field.
• Proficiency in Microsoft Office, particularly Excel and Outlook.
• High school diploma or equivalent.

• Strong organizational and time management skills with high attention to detail.
• Knowledge of DOT regulations and commercial vehicle compliance standards.
• Ability to communicate professionally and effectively with internal teams and vendors.
• Proficient in Microsoft Excel (formulas, data entry, and reporting).
• Capable of handling sensitive information confidentially.
• Familiarity with fleet management systems, telematics, and insurance claim processes preferred.

Benefits, Compensation, Community Involvement and Employee Appreciation

Each member of the Guarantee team is essential to building our successful future. Guarantee offers a rewarding career path, a competitive salary, and excellent benefits package.

This includes an Employee Stock Ownership Plan (ESOP), which is 100% company funded and employee owned. We own it! As employee-owners, we work with and for each other. We share a commitment to excellence and know that our efforts deliver exceptional results.

We offer robust benefits with salary based on knowledge and experience. Employees are also eligible for annual discretionary bonuses.

We offer a benefits package including medical, dental, vision, accidental, critical illness, life and disability insurances, vacation/sick time, and a matching 401K plan.

Our GECO Gives program highlights our mission to give back to our communities through community outreach, philanthropy and volunteering. Some of our favorites being Pedal the Cause, KIDstruction, Big Brothers Big Sisters and more!

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status. For more information about Guarantee Electrical…