Fleet Coordinator

The Fleet Coordinator is responsible for managing the day-to-day operations of a company’s vehicle fleet, ensuring that all vehicles are properly maintained, comply with regulatory requirements, and operate efficiently. This includes managing vehicle scheduling, maintenance, documentation, and IFTA (International Fuel Tax Agreement) compliance, as well as assisting with route planning, fuel management, and reporting.

Key Responsibilities:

Fleet Management:

• Coordinate the scheduling of vehicles for daily operations, ensuring optimal use and availability.
• Maintain accurate records of fleet vehicles, including registration, insurance, maintenance history, and warranty details.
• Monitor fleet utilization and performance, working with drivers and managers to optimize vehicle usage.
• Coordinate GPS setup, functionality, and deactivation on all assets.

IFTA Compliance:

• Ensure all fleet vehicles are in compliance with IFTA regulations, which includes proper tracking of miles traveled, fuel purchased, and jurisdictions entered.
• Prepare and submit accurate IFTA reports on a quarterly basis, ensuring timely filing and payment of fuel taxes.
• Keep track of fuel tax rates in various jurisdictions and make sure records reflect the correct tax rates.
• Reconcile fuel consumption records and fuel receipts to ensure compliance with IFTA reporting requirements.
• Maintain and audit IFTA account information to prevent errors or discrepancies.

Vehicle Maintenance:

• Schedule and track routine maintenance, including oil changes, tire rotations, and inspections.
• Ensure that vehicles are regularly inspected and maintained in accordance with company policy and legal requirements.
• Work with vendors and service providers to ensure timely repairs and prevent vehicle downtime.
• Manage and monitor any warranty work or recalls for fleet vehicles.

Documentation & Reporting:

• Maintain up-to-date records on vehicle inspections, repairs, fuel consumption, and other fleet-related documents.
• Prepare and submit accurate reports related to fleet performance, fuel usage, maintenance schedules, and IFTA compliance.
• Assist in preparing annual fleet budgets, ensuring proper allocation for vehicle purchases, fuel, maintenance, and other expenses.

Skills and Qualifications:

• High school diploma or equivalent (Associate’s or Bachelor’s degree in Business, Logistics, or related field preferred).
• Previous experience in fleet management, logistics, and/or transportation industry.
• Knowledge of IFTA regulations and compliance requirements.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and prioritize effectively with minimal supervision.
• Strong communication skills, both written and verbal.
• Proficiency in fleet management software and Microsoft Office Suite (Excel, Word, etc.).
• Ability to work with vendors and external partners.
• Knowledge of vehicle maintenance processes and procedures.
• Understanding of DOT and FMCSA regulations a plus.

Work Environment:

• The Fleet Coordinator typically works in an office environment, with occasional site visits to inspect vehicles or coordinate with external service providers.
• This role will require administrative work inside, as well as inspections outdoors in all weather.
• Some travel may be required to manage fleet operations or attend meetings.

Physical Requirements:

• Ability to lift and move heavy equipment (up to 50 lbs.)
• Ability to work in various positions, including sitting, standing, kneeling, and bending, for extended periods.
• Comfortable working in both indoor and outdoor environments, as required by project needs.
• A willingness to work extended hours as needed to meet project deadlines.

Compensation and Benefits:

• Competitive hourly wage based on experience and qualifications.
• Health, dental, and vision insurance.
• Retirement plan options.
• Paid time off and holidays.
• Opportunities for training and professional development.