Fleet Coordinator

Fleet Coordinator

The Fleet Coordinator supports the day-to-day administration, coordination, and maintenance of the Company's fleet of vehicles and equipment. This position helps ensure fleet assets are properly assigned, maintained, documented, and available to support field and office operations.

The Fleet Coordinator works closely with field leadership, Operations, Safety, Human Resources, Accounting, vendors, and employees to coordinate vehicle assignments, preventive maintenance, repairs, registrations, inspections, fuel programs, and fleet records. The position serves as a primary administrative point of contact for fleet-related requests and helps ensure Company vehicles are operated and maintained in accordance with Company policies, safety requirements, and applicable regulations.

Tasks may include, but are not limited to the following:

• Coordinate daily fleet operations, including vehicle assignments, availability, scheduling, and utilization.
• Maintain accurate records for vehicles, including registration, inspections, insurance, mileage, maintenance, and repair history.
• Schedule and monitor preventive maintenance, routine servicing, inspections, and repairs.
• Coordinate with mechanics, dealerships, towing companies, rental agencies, and other fleet service vendors.
• Monitor vehicle downtime and work to minimize disruptions to operations.
• Track fuel usage, mileage, maintenance expenses, and other fleet-related costs.
• Review vehicle condition reports and ensure identified issues are addressed promptly.
• Assist with vehicle acquisition, replacement, disposal, transfers, and inventory management.
• Ensure fleet documentation remains current and complies with applicable company policies and regulatory requirements.
• Maintain records related to driver assignments, vehicle usage, inspections, and compliance.
• Coordinate accident and incident reporting, including gathering documentation and communicating with appropriate internal departments and insurance representatives.
• Communicate with drivers regarding vehicle availability, maintenance schedules, safety requirements, and operational concerns.
• Monitor driver compliance with company fleet policies and procedures.
• Prepare fleet reports, spreadsheets, and performance metrics for management review.
• Identify opportunities to reduce operating costs, improve vehicle utilization, and increase fleet efficiency.
• Assist with developing and implementing fleet policies, procedures, and standard operating practices.
• Respond to vehicle-related issues and coordinate timely solutions to operational problems.
• Maintain professional relationships with internal departments and external vendors.
• Perform other fleet, transportation, and administrative duties as assigned.