What are the responsibilities and job description for the Fleet Coordinator position at Bonded Filter Company?

Job Description

Onsite at our corporate office in Nashville, TN Hours are 7 : 30 am to 4 : 30 pm Monday-Friday

Job Title : Fleet Coordinator

Who is BFC Solutions?

BFC Solutions (Bonded Filter Company- or BFC) was founded in Tennessee in 1961 by Bob and Paul Bates. In 2000, the PleatLink filter was officially patented by BFC Solutions. Filter changes were the company’s sole offering at that time. In 2007, BFC added coil cleaning for a large regional grocery partner. In 2010, BFC expanded again for a national movie theater partner. In 2018, BFC merged with Pure Air to become the largest preventative maintenance provider in the United States. Today, BFC Solutions continues to expand preventative maintenance services while maintaining their self-performance aspect.

BFC self-performs planned preventative maintenance services on HVAC and other equipment for retail, grocery, convenience store, restaurant, and other commercial customers. The company offers easy, cost-effective, nationwide coverage and the best customer service in the industry.

BFC offers :

Comprehensive health benefits

Highly competitive compensation

Business casual environment

401k with company match

Paid time off

Paid training

8 paid Holidays

Multiple learning opportunities

Job Overview :

The Fleet Coordinator is responsible for overseeing the day-to-day operations of a company's vehicle fleet, ensuring efficient transportation and logistics processes. This role involves managing the maintenance scheduling and billing, tracking of vehicles, coordinating with drivers and upper management, and ensuring compliance with safety and regulatory standards. The Fleet Coordinator works closely with other departments to ensure the smooth execution of business operations involving vehicle transportation.

Key Responsibilities :

Fleet Management :

Oversee the daily operations of the company’s fleet, ensuring vehicles are available and properly maintained.

Schedule and dispatch vehicles and drivers for transportation or delivery tasks.

Track and monitor vehicle locations, fuel usage, mileage, and performance using fleet management software.

Ensure all vehicles are clean, safe, and comply with company policies and legal regulations.

Oversee auto claims and processing

Maintenance & Repairs :

Coordinate regular maintenance and repair schedules for all vehicles.

Monitor and report on vehicle conditions and organize timely repairs or replacements when necessary.

Ensure timely vehicle inspections and compliance with safety standards and environmental regulations.

Driver Coordination :

Liaise with drivers and management to ensure each team has

Address driver concerns, complaints, or issues related to the fleet.

Train new drivers on vehicle operations, safety protocols, and company procedures.

Logistics & Scheduling :

Plan and optimize vehicle routes and schedules for maximum efficiency.

Respond to urgent transportation requests and adjust schedules as needed.

Manage and track vehicle assignments and availability to avoid downtime.

Safety & Compliance :

Ensure all vehicles meet legal requirements, including insurance, licensing, and roadworthiness.

Conduct regular audits of driver logs, vehicle reports, and other fleet documentation.

Promote a culture of safety by ensuring drivers adhere to traffic laws and company safety protocols.

Reporting & Documentation :

Maintain accurate records of vehicle usage, fuel consumption, repairs, and maintenance activities.

Generate and present reports on fleet performance, costs, and areas for improvement.

Monitor and control fleet-related expenses, including fuel, maintenance, and repairs.

Probation tracker for claims and driver safety

Qualifications :

High school diploma or equivalent (bachelor’s degree in Logistics or related field preferred).

2-3 years of experience in fleet coordination or logistics management.

Knowledge of fleet management software and systems (e.g., GPS tracking, telematics).

Strong organizational and multitasking skills.

Excellent communication and interpersonal skills to coordinate with drivers and other stakeholders.

Familiarity with vehicle maintenance processes and safety regulations.

Proficiency in Microsoft Office (Excel, Word) and fleet management software.

Key Skills :

Fleet management

Route planning and scheduling

Driver coordination and communication

Problem-solving and decision-making

Record-keeping and reporting

Bookkeeping

Knowledge of transportation regulations and safety standards

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