| Location | Villa Park, IL |
The Fleet Coordinator plays a pivotal role in maintaining the operational efficiency of our fleet. You will be responsible for managing fleet data, ensuring regulatory compliance, and overseeing maintenance and safety programs. This position requires a proactive individual who can balance competing priorities, optimize asset utilization, and support our drivers and field operations with a high degree of precision and accountability.
Responsibilities:
Fleet & Asset Administration: Maintain accurate fleet and driver records in vendor/internal systems; manage vehicle/trailer registrations, assignments, transfers, and disposals; oversee fuel card programs, toll transponders, and asset upfitting orders
Compliance & Safety Management: Ensure DOT numbers are in good standing and monitor SAFER scores and compliance needs. MCS-150 renewal tracking. DOT/CDL compliance and recordkeeping; manage IFTA/IRP processes, cab cards, HOS, 2290 renewals, Pre-Trips, and insurance card distribution; oversee MVR programs, internal sublease agreements, California regulatory compliance (CARB/DOORS/TRUCRS/PERP), and accident investigations/claims documentation. Oversee driver LMS system and push for compliance.
Maintenance & Telematics Oversight: Track preventive maintenance schedules and fleet recalls; review repair requests; manage telematics, GPS, and dash camera programs; own idling reduction initiatives and monitor driver safety trends to implement corrective actions
Data Analysis & Reporting: Perform quarterly database reconciliations and monthly fuel audits; track fleet metrics for benchmarking; support budgeting/forecasting; maintain driver/employee profiles in systems like Holman/Geotab and handle onboarding/offboarding program enrollment
Cross-Functional Coordination: Support vehicle rebranding projects, assist with M&A fleet integration, and act as a central point of contact for departments regarding fleet operations and driver needs
High School degree; Associates or Bachelor's Degree preferred
3+ years of fleet, transportation, equipment, safety, or operations experience
Experience with fleet management systems and telematics platforms
Demonstrated critical thinking and problem solving capabilities
Strong Microsoft Excel, Outlook, typing, and data reporting skills
An understanding of vehicle/equipment maintenance and repair processes
Experience effectively managing vendors and service providers
Excellent communication skills, with the ability to influence at all levels
An ability to multitask, determine priorities, and track all the details to closure
Experience supporting diverse assets across multiple locations
Knowledge of FMCSA/DOT regulations and/or experience with DOT level fleets
Knowledge of CA CARB/DOORS programs (preferred)
Experience with GPS, camera, and telematics systems (preferred)
Experience administering LMS platforms (preferred)
Familiarity with insurance claims administration (preferred)
Construction, paving, or field service industry experience (preferred)