Fleet Coordinator

Overview

Fleet Coordinator

Job Title:

Fleet Coordinator

At Exo, integrity isn't just a value it's the foundation of the work we do to keep our nation's infrastructure reliable and safe. From field assessments to innovative restoration solutions, we combine precision, integrity, and purpose in everything we do. Our team helps ensure power stays on, schools stay open, businesses thrive, and communities stay safe. You'll work with a respected team of experts solving meaningful challenges that protect communities and ensure the integrity of infrastructure.

The Fleet Coordinator supports Fleet and Operations Managers in the administration, coordination, and tracking of a large, multi-location fleet consisting of hundreds of vehicles and equipment assets. This role is responsible for maintaining accurate fleet records, coordinating maintenance and repairs, supporting compliance and safety initiatives, and serving as a key point of contact between drivers, vendors, and management. The Fleet Coordinator plays a critical role in ensuring fleet availability, cost control, and regulatory compliance while supporting efficient day-to-day operations.

• Fleet Administration & Asset Tracking
  • Maintain accurate records for all fleet vehicles and equipment, including registrations, titles, inspections, permits, and warranties.
  • Track vehicle assignments, utilization, mileage, hours, and condition across multiple locations.
  • Support onboarding and offboarding of fleet assets, including transfers, replacements, and disposals.
  • Maintain fleet databases, telematics systems, and maintenance tracking software.
• Maintenance & Repair Coordination
  • Schedule and coordinate preventive maintenance and repairs with internal shops and external vendors.
  • Monitor service intervals and ensure timely completion to minimize downtime.
  • Communicate with drivers and supervisors regarding vehicle availability and service status.
  • Review maintenance documentation for completeness and accuracy.
• Compliance & Safety Support
  • Assist with DOT, FMCSA, state, and company compliance requirements, including inspections and documentation.
  • Track and report on safety-related items such as accident reports, damage claims, and corrective actions.
  • Support implementation of fleet safety programs, recalls, and manufacturer service campaigns.
  • Ensure vehicles and equipment meet company and regulatory safety standards.
• Vendor & Cost Support
  • Coordinate with vendors for maintenance, fueling, tires, rentals, and equipment services.
  • Assist in tracking invoices, service costs, and warranty recoveries.
  • Provide data to support budgeting, cost analysis, and fleet optimization initiatives.
• Reporting & Data Management
  • Prepare routine and ad-hoc reports on fleet status, maintenance, compliance, utilization, and costs.
  • Identify trends related to downtime, repair frequency, and asset performance.
  • Support audits and internal reviews by providing accurate fleet documentation.
• Communication & Customer Service
  • Serve as a primary contact for drivers and field staff regarding fleet-related questions and issues.
  • Escalate critical vehicle or compliance concerns to Fleet Managers promptly.
  • Support coordination between operations, safety, finance, and procurement teams.

• High school diploma or GED required; associate's degree or technical training preferred.
• 2+ years of experience in fleet administration, transportation coordination, logistics, or equipment management preferred.
• Experience supporting large, multi-site fleets strongly preferred.

• Working knowledge of vehicle maintenance processes and fleet compliance requirements.
• Proficient with Microsoft Excel, databases, and fleet management software.
• Strong organizational skills with ability to manage high volumes of assets and documentation.
• Excellent communication and customer service skills.
• Ability to prioritize tasks in a fast-paced, operational environment.

• Ability to sit for extended periods while working at a computer, using fleet management systems, spreadsheets, and communication tools.
• Ability to frequently use hands and fingers for typing, data entry, handling paperwork,…