Corporate Fleet Coordinator

Overview

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The Corporate Fleet Coordinator supports the organization by being the liaison between Procurement and other business units. The coordinator is instrumental in supporting the division’s opening new locations and closing existing ones. This role is responsible for sourcing vendors, obtaining competitive quotes, processing purchase orders, maintaining pricing and contract records, and ensuring procurement compliance across departments. The ideal candidate is detail-oriented, analytical, and able to manage multiple priorities while maintaining confidentiality of pricing, contracts, and internal data.

• Maintain and update approved vendor lists, pricing files, and contract databases.
• Evaluate supplier performance and support vendor onboarding and qualification processes.
• Analyze pricing trends, spending patterns, and supply‑chain risks to support purchasing decisions.
• Ensure procurement activities follow internal policies, budget guidelines, and compliance requirements.
• Work closely with internal departments to define requirements, specifications, and delivery timelines.
• Assist in negotiating pricing, terms, and service agreements.
• Assist in ordering IT related equipment.
• Maintain accurate digital and physical procurement records, including quotes, purchasing approvals, contracts, and invoices.
• Monitor contract expirations and alert management of renewal needs or opportunities for re‑bidding.
• Protect confidential cost data, supplier terms, and internal competitive analyses.
• Ensure consistent use of procurement processes and documentation across the organization.
• Coordinate procurement for fleet‑related items such as vehicles, parts, equipment, and contracted services.
• Assist with processing fleet vendor invoices, service orders, and contract renewals.
• Maintain records of fleet purchasing activity, warranties, registrations, and compliance documentation.
• Track and reconcile fleet‑related spend within the procurement system.

• Two to four years of procurement, purchasing, supply‑chain, or administrative experience (preferred).
• Strong analytical abilities, especially in reviewing quotes, cost structures, and vendor proposals.
• High attention to detail and accuracy in documentation and pricing review.
• Ability to maintain confidentiality of pricing, negotiations, and contracts.
• Strong understanding of competitive bidding and procurement best practices.
• Excellent communication skills when working with vendors and internal stakeholders.
• Proficiency in spreadsheets, procurement software, and ERP systems.

• Procurement & Sourcing:
  Vendor selection, pricing negotiation, RFP/RFQ creation, contract management.
• Fleet Operations Knowledge:
  Vehicle lifecycle management, registrations, compliance, fuel programs, maintenance cycles.
• Data Analysis & Reporting:
  Ability to interpret fleet/expense data, create dashboards, track KPIs, and perform cost‑benefit analysis.
• Inventory & Asset Management:
  Tracking assets, managing procurement cycles, overseeing deliveries, and maintaining records.
• Budgeting & Cost Control:
  Monitoring spend, optimizing acquisition costs, managing leases/maintenance expenses.
• Systems Proficiency: ERP systems (SAP, Oracle, Net Suite), fleet management systems (Geotab, Fleetio), Excel/Google Sheets at advanced level.
• Strong Communication:
  Clear vendor communication, internal coordination with finance/operations, and executive report writing.
• Negotiation & Relationship Management:
  Building long‑term vendor relations, achieving favorable pricing and terms.
• Organizational
  
  Skills:
  
  Ability to handle a high volume of contracts, renewals, vehicle records, and purchase orders.
• Problem Solving:
  Diagnosing fleet issues, resolving supply delays, and improving procurement efficiency.
• Attention to Detail:
  Managing compliance documents, VIN/asset tracking accuracy, contract terms.
• Time Management:
  Handling simultaneous procurement cycles, maintenance schedules, and project deadlines.
• Collaboration:
  
  Works well with…