Corporate Fleet Coordinator

MV Transportation•Dallas, TX

About The Position

The Corporate Fleet Coordinator serves as the primary liaison between the Procurement department and other business units within the organization. This role is crucial in supporting the division's expansion through opening new locations and the closure of existing ones. The coordinator is responsible for identifying and sourcing vendors, securing competitive quotes, processing purchase orders, meticulously maintaining pricing and contract records, and ensuring adherence to procurement compliance across all departments. The ideal candidate will possess strong analytical skills, a keen eye for detail, and the ability to manage multiple priorities effectively while upholding the confidentiality of sensitive pricing, contract, and internal data.

Requirements

Two (2) to four (4) years of procurement, purchasing, supply-chain, or administrative experience (preferred).
Strong analytical abilities, especially in reviewing quotes, cost structures, and vendor proposals.
High attention to detail and accuracy in documentation and pricing review.
Ability to maintain confidentiality of pricing, negotiations, and contracts.
Strong understanding of competitive bidding and procurement best practices.
Excellent communication skills when working with vendors and internal stakeholders.
Proficiency in spreadsheets, procurement software, and ERP systems.
Vendor selection, pricing negotiation, RFP/RFQ creation, contract management.
Vehicle lifecycle management, registrations, compliance, fuel programs, maintenance cycles.
Ability to interpret fleet/expense data, create dashboards, track KPIs, and perform cost-benefit analysis.
Tracking assets, managing procurement cycles, overseeing deliveries, and maintaining records.
Monitoring spend, optimizing acquisition costs, managing leases/maintenance expenses.
ERP systems (SAP, Oracle, NetSuite), fleet management systems (Geotab, Fleetio), Excel/Google Sheets at advanced level.
Clear vendor communication, internal coordination with finance/operations, and executive report writing.
Building long-term vendor relations, achieving favorable pricing and terms.
Ability to handle a high volume of contracts, renewals, vehicle records, and purchase orders.
Diagnosing fleet issues, resolving supply delays, and improving procurement efficiency.
Managing compliance documents, VIN/asset tracking accuracy, contract terms.
Handling simultaneous procurement cycles, maintenance schedules, and project deadlines.
Works well with operations, finance, HR, safety, and executive team.

Nice To Haves

Two (2) to four (4) years of procurement, purchasing, supply-chain, or administrative experience.

Responsibilities

Maintain and update approved vendor lists, pricing files, and contract databases.
Evaluate supplier performance and support vendor onboarding and qualification processes.
Analyze pricing trends, spending patterns, and supply-chain risks to support purchasing decisions.
Ensure procurement activities follow internal policies, budget guidelines, and compliance requirements.
Work closely with internal departments to define requirements, specifications, and delivery timelines.
Assist in negotiating pricing, terms, and service agreements.
Assist in ordering IT related equipment.
Maintain accurate digital and physical procurement records, including quotes, purchasing approvals, contracts, and invoices.
Monitor contract expirations and alert management of renewal needs or opportunities for re-bidding.
Protect confidential cost data, supplier terms, and internal competitive analyses.
Ensure consistent use of procurement processes and documentation across the organization.
Coordinate vendor set-up and cancellation as part of the opening and closing of locations.
Support internal audits, budget reviews, and cost-control initiatives.
Coordinate procurement for fleet-related items such as vehicles, parts, equipment, and contracted services.
Assist with processing fleet vendor invoices, service orders, and contract renewals.
Maintain records of fleet purchasing activity, warranties, registrations, and compliance documentation.
Track and reconcile fleet-related spend within the procurement system.