Key Responsibilities and Required Skills for Fleet Coordinator

🎯 Role Definition

We are actively seeking a dynamic and highly organized Fleet Coordinator to join our operations team. In this pivotal role, you will be the central point of contact for all activities related to our company's vehicle fleet. You will be instrumental in ensuring our vehicles are safe, compliant, and operating at peak efficiency. The ideal candidate is a proactive problem-solver with a strong understanding of logistics, vehicle maintenance, and regulatory compliance. This position is responsible for the entire lifecycle of our fleet assets, from acquisition to disposal, and plays a critical part in the success of our daily operations.

📈 Career Progression

Typical Career Path

Entry Point From:

Logistics Coordinator or Assistant
Dispatcher
Administrative Coordinator (in an operations/logistics setting)

Advancement To:

Fleet Manager
Logistics Manager
Operations Manager

Lateral Moves:

Operations Coordinator
Logistics Planner
Safety Coordinator

Core Responsibilities

Primary Functions

Coordinate and schedule all preventative maintenance, inspections, and repairs for the entire fleet to minimize downtime and ensure operational readiness.
Manage the complete vehicle lifecycle, from acquisition and upfitting to decommissioning and disposal, ensuring optimal value and compliance with company policies.
Utilize fleet management software and telematics systems (e.g., Geotab, Samsara) to monitor vehicle location, driver behavior, fuel consumption, and engine diagnostics for performance optimization.
Ensure strict adherence to all Department of Transportation (DOT), Federal Motor Carrier Safety Administration (FMCSA), and other local, state, and federal regulations.
Maintain highly accurate and organized records, including vehicle maintenance histories, registration renewals, IFTA reporting, permits, and driver qualification files.
Act as the primary point of contact for drivers, addressing their concerns, providing operational support, and resolving issues related to vehicles, routes, and schedules.
Process and manage all accident and incident reports, coordinating with insurance carriers, repair shops, and internal stakeholders to ensure timely resolution.
Develop, optimize, and manage driver schedules and vehicle assignments to maximize efficiency, meet customer demands, and ensure compliance with Hours-of-Service (HOS) regulations.
Administer the company's fuel card program, monitoring usage for anomalies, reconciling invoices, and identifying opportunities for cost savings.
Generate and analyze detailed fleet performance reports on key metrics such as cost-per-mile, asset utilization, fuel efficiency, and maintenance expenses to inform strategic decisions.
Oversee the vehicle registration and licensing process for all fleet assets, ensuring all vehicles are legally compliant to operate in their designated areas.
Coordinate the onboarding and offboarding of vehicles, including initial inspections, equipment installation (GPS, decals), and final condition assessments.
Liaise with external vendors, including maintenance facilities, parts suppliers, and rental companies, to negotiate pricing and ensure quality and timeliness of service.
Conduct regular audits of the fleet to assess vehicle condition, cleanliness, and compliance with company branding and safety standards.
Respond to and coordinate roadside assistance for vehicle breakdowns, ensuring driver safety and arranging for necessary tows or mobile repairs.
Review and approve all vendor invoices related to fleet maintenance and repair, verifying accuracy and coding them for payment processing.
Track and manage all vehicle recalls, ensuring that required service is completed promptly to mitigate safety risks and maintain compliance.
Handle the administration of tolling accounts and transponders, ensuring devices are active and properly assigned to vehicles.

Secondary Functions

Support the Fleet Manager with budget preparation and forecasting by providing data on maintenance costs, fuel expenses, and capital replacement needs.
Contribute to the development and implementation of fleet policies, procedures, and driver safety training programs.
Collaborate with the safety department to investigate vehicle accidents, identify root causes, and implement corrective actions.
Participate in safety meetings and contribute to the continuous improvement of the organization's safety culture.

Required Skills & Competencies

Hard Skills (Technical)

Fleet Management Software: Proficiency with telematics and fleet management platforms such as Geotab, Samsara, Fleetio, or similar systems.
Regulatory Knowledge: Strong understanding of DOT, FMCSA, HOS (Hours of Service), and other relevant transportation regulations.
MS Office Suite: Advanced proficiency in Microsoft Office, particularly Excel, for data analysis, reporting, and record-keeping.
Vehicle Maintenance Principles: Solid working knowledge of vehicle mechanics, preventative maintenance schedules, and repair processes.
Data Analysis & Reporting: Ability to analyze fleet data to identify trends, create reports, and recommend data-driven improvements.
Vendor Management: Experience in negotiating with and managing relationships with maintenance providers, parts suppliers, and other vendors.

Soft Skills

Organizational Skills: Exceptional ability to manage multiple tasks, prioritize effectively, and maintain meticulous records in a fast-paced environment.
Communication Skills: Excellent written and verbal communication skills for clear and effective interaction with drivers, management, and external partners.
Problem-Solving: Strong analytical and critical-thinking skills to diagnose issues, evaluate options, and implement effective solutions quickly.
Attention to Detail: A keen eye for detail to ensure accuracy in records, compliance, and invoicing.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent.

Preferred Education:

Associate's or Bachelor's Degree.

Relevant Fields of Study:

Logistics and Supply Chain Management
Business Administration
Operations Management

Experience Requirements

Typical Experience Range: 2-4 years of experience in a fleet, logistics, or transportation coordination role.

Preferred:

Prior experience directly managing a fleet of 50+ vehicles.
Verifiable experience in improving fleet KPIs such as cost-per-mile, utilization, or safety metrics.
Experience in a role requiring direct interaction and support for a team of drivers.