Fleet Coordinator

Job Summary The Fleet Coordinator supports Moon Valley Nurseries' (MVN) operations by promoting and maintaining an organized, efficient, and auditable approach to fleet and equipment inventory management across multiple locations and operating states. This role coordinates and personally executes the day-to-day movement of fleet vehicles, trailers, equipment, and tools between locations, ensuring assets are properly tracked, classified, and allocated to support operational demands while maximizing utilization and cost efficiency.

The Fleet Coordinator develops and implements standardized methods for tracking equipment, establishing minimum inventory thresholds, and preventing shortages or operational delays. This position coordinates equipment mobilization and demobilization between locations, supports registration, permitting, and inspection tracking, and interfaces with vendors to ensure compliance with delivery schedules, pricing, and contractual terms, while collaborating cross-functionally with Operations, Procurement, Finance, Safety, and EHS.Key Duties and Responsibilities Fleet & Equipment Coordination Promote and maintain an organized, efficient, and auditable approach to fleet vehicle and equipment inventory across all MVN locations.

Monitor and maintain accurate records for fleet vehicles, trailers, equipment, tools, and between locations to support operational needs and minimize downtime.

Track equipment assignments, availability, and utilization, and help establish minimum inventory thresholds to prevent shortages or delays.

Operate and drive company vehicles and equipment to relocate them between locations, yards, and job sites as needed.

Conduct routine audits and physical inventories to verify accuracy and accountability.

Identify opportunities to improve asset utilization while reducing unnecessary purchases and operating costs.

Registration, Permitting & Compliance Tracking Track vehicle and equipment registrations, renewals, permits, decals, inspections, and related compliance deadlines across operating states.

Coordinate registration services with third-party DMV providers and government agencies.

Administer the company's International Registration Plan (IRP), including apportioned registrations, cab cards, and jurisdictional updates.

Prepare and support quarterly International Fuel Tax Agreement (IFTA) filings by collecting and validating mileage and fuel data from telematics systems.

Prepare and file Federal Heavy Vehicle Use Tax (HVUT) Form 2290 returns and maintain Schedule 1

Maintain accurate compliance documentation and escalate registration or licensing issues to the Fleet Manager as needed.

Process traffic citations, toll violations, and registration notices in a timely manner.

Procurement & Vendor Coordination Procure, allocate, and coordinate transportation of equipment and vehicles to support multiple locations, partnering with Procurement and Operations to forecast inventory needs.

Interface with vendors, leasing partners, and insurance brokers to help ensure compliance with delivery schedules, pricing, and contract terms.

Manage toll accounts and transponders, reconcile charges, and escalate unresolved billing discrepancies to the Fleet Manager.

Reporting & Process Improvement Maintain tracking tools, dashboards, and reports related to equipment movement, registrations, inspections, and fleet activity.

Identify utilization trends, discrepancies, and opportunities to reduce costs or improve efficiency.

Recommend and help implement process improvements, documenting measurable results.

Use Fleetio, Excel, Power BI, and other business/reporting software to improve visibility and support decision-making.

Cross-Functional Collaboration Collaborate with Operations, Procurement, Finance, Safety, and EHS to align fleet coordination with business needs.

Provide documentation supporting DOT/FMCSA compliance programs and regulatory audits

Serve as the primary internal resource for asset management, registration, licensing, and compliance questions.

Train employees involved in equipment and asset administration on relevant policies and procedures.

This is not an exhaustive list of responsibilities. We work collaboratively and new responsibilities may be assigned over time.

Qualifications:

Knowledge, Skills & Abilities2+ years of experience in fleet coordination, equipment/asset tracking, inventory management, logistics, or a related field.

Experience coordinating equipment movement, registrations, or multi-location inventory processes.

Working knowledge of inventory management principles and process improvement methods.

Proficiency with Microsoft Office Suite, particularly Excel.

Experience using Fleetio or similar fleet/asset management software preferred.

Strong organizational skills with the ability to manage multiple priorities and deadlines, working independently while collaborating effectively across departments.

Strong analytical, problem-solving, and decision-making abilities.

Excellent written and verbal…