Fleet Operations Coordinator

Position Purpose

The Fleet Operations Coordinator serves as the administrative and clerical authority for the Building Automation Division’s vehicle fleet. This role is responsible for coordinating day‑to‑day fleet administration, maintaining compliance documentation, overseeing records management, and supporting leadership through reporting, analysis, and process improvement. The position emphasizes organization, documentation, vendor coordination, and administrative oversight rather than hands‑on mechanical work. Fleet‑related decisions and improvements are made collaboratively with leadership.

$28.00 - $40.00 per hour, plus potential profit share.

Medical, Dental, and Vision Insurance, Voluntary Life Insurance, Voluntary Accident and Critical Care Insurance, Basic Life, Short‑Term, and Long‑Term Disability, Employee Assistance Program (EAP), 401(k) with Employer Matching contributions, Profit Sharing/Bonus/ Commission Program as applicable, Paid Time Off, Paid Community Service Day, 8 Paid holidays, Tuition Reimbursement, Pet Insurance, Legal and IDShield offered to eligible employees.

• Coordinate and schedule preventive maintenance and vehicle repairs with approved vendors; track progress and completion.
• Maintain comprehensive and accurate fleet records, including registrations, inspections, warranties, insurance, service history, and compliance documentation.
• Monitor and track fleet metrics such as mileage, fuel usage, utilization, downtime, and maintenance activity using spreadsheets, databases, and reporting tools.
• Ensure fleet documentation complies with internal policy requirements.
• Administer fleet policies and procedures, including vehicle use and driver requirement standards.
• Serve as the primary administrative point of contact for drivers, managers, and internal departments regarding fleet‑related inquiries.
• Coordinate vehicle branding and deployment, including documentation and approval workflows.
• Track and prepare lifecycle summaries to support replacement and budgeting decisions.
• Review, reconcile, and process invoices related to fleet services, repairs, fuel usage, and vendor contracts.
• Monitor fleet budgets and expenditures; identify trends, variances, and cost‑saving opportunities.
• Work with Safety Department on safety initiatives by coordinating training records, certifications, and compliance documentation.
• Maintain relationships with external vendors, including repair shops, fuel providers, ensuring proper documentation and service records are maintained.
• Prepare routine reports for leadership summarizing fleet performance, compliance status, costs, and operational trends.
• Recommend administrative process improvements to increase efficiency, accuracy, and compliance across fleet operations.
• Other duties as assigned.

• 3–5+ years of experience in fleet administration, operations support, facilities administration, or equivalent combination of education and experience.
• Strong working knowledge of fleet documentation, regulatory compliance requirements, and administrative best practices.
• Proven ability to manage multiple tasks simultaneously in a fast‑paced environment.
• Strong organizational skills with exceptional attention to detail.
• Excellent customer service skills, with the ability to maintain professionalism and a positive attitude under pressure.
• Effective communication skills, both verbal and written, for engaging with customers and internal teams.

• Experience supporting fleet, facilities, or operations functions in a corporate or construction‑related environment.
• Advanced proficiency in Excel or other reporting and tracking tools.
• No candidate will meet every single desired qualification. If your experience looks a little different from what we’ve identified and you think you can bring value to the role, we’d love to learn more about you!

• This position may require lifting to 50 lbs. from floor to counter top and counter top to floor.
• This position may require climbing ladders and the ability to function at heights.

• Inside and outside work environment.

• General construction worksite…