Fleet Coordinator

General Purpose of Job The Fleet Coordinator plays a key role in keeping our operations running smoothly by overseeing the maintenance, scheduling, and overall efficiency of our company fleet. This position ensures all vehicles are safe, compliant, and ready for daily use while helping control costs and reduce downtime. If you're organized, proactive, and enjoy working in a hands-on environment, this is a great opportunity to make a direct impact. Essential Duties and Responsibilities Oversee and coordinate a fleet of 40+ vehicles, including delivery trucks, box trucks, company vehicles, and specialty equipment. Plan, schedule, and track all routine maintenance, preventive services, inspections, and repairs. Ensure full compliance with applicable U.S. Department of Transportation (DOT) regulations, vehicle safety standards, and company policies. Maintain accurate and up-to-date records, including service histories, repair logs, registrations, and inspection documentation. Coordinate with external vendors for maintenance, repairs, and leasing agreements, ensuring quality, timeliness, and cost control. Optimize vehicle utilization and support routing efficiency across company locations and customer deliveries. Operate company vehicles as needed (anticipated average of 1-2 times per week, with occasional increases) to support deliveries, equipment movement, or operational needs. Monitor and analyze fleet-related expenses; identify cost-saving opportunities and support budgeting initiatives. Respond to emergency breakdowns and coordinate unscheduled repairs to minimize operational downtime. Serve as the primary point of contact for drivers regarding vehicle assignments, maintenance schedules, and safety expectations. Conduct routine inspections of fleet vehicles, including fluid levels, tire condition, and overall operational readiness. Ensure all vehicles are properly equipped with required safety equipment and remain compliant with regulatory standards. Monitor fleet management and safety systems (e.g., telematics platforms), and communicate driver performance or safety concerns to HR and leadership. Perform additional duties as assigned to support operational efficiency and align with company objectives. Work Environment Work is primarily performed in a warehouse and outdoor setting. May require occasional travel between company locations. Safety gear required in designated areas, including steel-toe boots and safety glasses.

WORK SCHEDULE

Full-time position with potential for overtime as needed, Monday through Friday.

KEY QUALIFICATIONS

High school diploma or GED required. 2-3 years of experience in fleet management, logistics, or a related field preferred. Mechanical knowledge or previous experience in vehicle maintenance is preferred.

LANGUAGE SKILLS

Ability to read and comprehend work orders, service reports, and compliance documents. Strong verbal and written communication skills for interacting with vendors, drivers, and management.

MATHEMATICAL SKILLS

Ability to calculate mileage, fuel consumption, and maintenance costs. Competency in tracking fleet expenses and assisting with budgeting.

REASONING ABILITY

Ability to assess vehicle issues, determine priorities, and coordinate solutions effectively. Strong problem-solving skills to address unexpected breakdowns and minimize operational impact.

CERTIFICATES, LICENSES, REGISTRATIONS

Valid driver's license with a clean driving record required. DOT medical examiner card required (provided pre-employment if not already obtained). CDL is a bonus but not required.

PHYSICAL DEMANDS

Regular activities include standing, walking, bending, lifting, and driving. Must be able to lift up to 50 pounds.