Fleet Operations Coordinator

Position Title: Fleet Operations Coordinator

Department: Fleet & Equipment Operations

Reports To: Fleet & Equipment Operations Director

Position Summary:

The Fleet Operations Coordinator supports both fleet compliance and equipment operations, ensuring vehicles, equipment, and drivers are compliant, accurately tracked, and aligned with project needs. This role serves as a key operational partner across fleet, field operations, safety, and accounting, managing DOT compliance requirements while coordinating equipment tracking, rentals, maintenance, and cost control.

This position requires strong attention to detail, operational awareness, and the ability to manage multiple priorities in a fast-paced construction environment.

Key Responsibilities:

Fleet DOT Compliance & Documentation

• Maintain accurate and current records to ensure compliance with DOT regulations including IRP, IFTA, HVUT, CDL, and driver qualification files
• Support administration of DOT Clearinghouse and SAP program requirements, including tracking driver eligibility and testing compliance
• Process vehicle titles, registrations, and renewals through DMV systems and third-party vendors
• Prepare and maintain audit-ready documentation for DOT compliance reviews
• Monitor DVIR submissions daily and ensure timely follow-up and resolution of reported defects

Equipment & Fleet Operations Coordination

• Track fleet and equipment assets, ensuring proper assignment to job sites, projects, and cost codes
• Monitor equipment utilization by job site, type, and operational status
• Coordinate equipment deployment with project managers and field operations teams
• Support job site visits to validate equipment usage, condition, and compliance

Rental Equipment & Procurement

• Source rental equipment, issue purchase orders, and coordinate delivery and pickup logistics
• Obtain and evaluate vendor quotes to ensure cost-effective and efficient solutions
• Track rental equipment lifecycle including usage, extensions, and returns
• Support procurement of tools and equipment in alignment with company policies

Invoice Processing & Cost Control

• Process vendor invoices by validating usage and ensuring accurate cost coding
• Track equipment-related costs and identify discrepancies or savings opportunities
• Support reporting on fleet spend, rental costs, and utilization trends

Maintenance, Calibration & Asset Management

• Track and schedule preventative maintenance, inspections, and calibration of fleet and equipment
• Maintain accurate vehicle and equipment maintenance records
• Coordinate with shop and field mechanics to ensure timely service and repairs
• Support lifecycle tracking of assets including acquisition, utilization, and disposal

Data Management & Reporting

• Maintain accurate fleet and equipment data within internal systems
• Generate reports on utilization, compliance status, maintenance, and cost performance
• Support development of dashboards and KPIs for fleet operations

Administrative & Operational Support

• Maintain organized digital and physical records for fleet and compliance documentation
• Respond to fleet-related inquiries from internal teams and vendors
• Assist with SOP development and process documentation to improve efficiency

Training & Continuous Improvement

• Provide guidance to drivers and field personnel on DOT compliance and DVIR expectations
• Identify process gaps and recommend improvements to enhance fleet efficiency and compliance
• Support implementation of new tools, systems, and technologies

Qualifications:

• High school diploma or GED required; associate or bachelor's degree in business, logistics, or related field preferred
• 2+ years of experience in fleet operations, equipment coordination, or DOT compliance
• Experience with IRP/IFTA, vehicle registration, DOT compliance programs, and fleet systems preferred
• Proficiency in Microsoft Excel and Word; experience with fleet tracking or fuel systems (e.g., WEX) preferred
• Strong attention to detail, organization, and problem-solving skills
• Ability to manage multiple priorities in a fast-paced construction environment
• Valid driver's license required
• Ability to pass background check and drug screening

Behavioral Performance Expectations (What Success Looks Like in This Role):

• Maintains all DOT and fleet compliance records in a current, accurate, and audit-ready state, identifying and correcting issues before they create risk
• Ensures all fleet, equipment, and cost data is entered accurately and consistently reflects real-time job site activity
• Reviews DVIR submissions daily, follows up on missing or incomplete reports, and ensures all defects are documented and resolved
• Coordinates equipment availability with field teams to ensure projects are supported without delays or downtime
• Executes rental and procurement activities efficiently, securing cost-effective solutions and ensuring timely delivery and return
• Processes invoices within established timelines, ensuring accurate coding and resolving discrepancies prior to submission
• Communicates clearly with operations, vendors, and internal teams, ensuring all requests and issues are followed through to completion
• Identifies inefficiencies in fleet operations and implements practical improvements to processes and workflows
• Maintains organized and accessible documentation for all fleet, compliance, and equipment records
• Manages competing priorities effectively, meets deadlines consistently, and takes ownership of outcomes