Division Coordinator-Garage

R.H. White Construction•Auburn, MA

1d•$26 - $31

About The Position

The Division Coordinator provides administrative and operational support for Garage and Fleet functions, ensuring compliance, accurate reporting, and efficient coordination of resources and maintains continual contact with fleet supervisors, management, and external vendors.

Requirements

High school diploma or equivalent required
Minimum 2 years of experience in administrative support, project coordination, or operations
Strong organizational, time-management, and multitasking abilities with attention to detail.
Analytical mindset with ability to follow structured processes and ensure accuracy.
Excellent written and verbal communication skills for interacting with team members, vendors, and clients.
Professional demeanor with ability to maintain confidentiality and adapt to fast-paced environments.
Proficiency in Microsoft Office and familiarity with fleet and construction management technology platforms (e.g., Tenna, COINS).
Employment is conditional upon successfully passing a pre-employment drug screening, consistent with applicable laws.

Nice To Haves

Associate degree in Business Administration or related field preferred.
previous Fleet Coordination and/or Department of Transportation (DOT) regulations experience a plus.

Responsibilities

Promote and adhere to all Company Safety Policies, Code of Conduct, and licensing compliance requirements.
Coordinate garage and fleet administrative processes, including timesheet management, payroll support, and scheduling.
Monitor and report DVIR (Driver Vehicle Inspection Report) compliance, missed inspections, and vehicle idle time.
Manage IFTA (International Fuel Tax Agreement) reporting, including weekly data entry, quarterly mileage, tax return preparation, and excise tax bills and abatements.
Maintain fuel system records, daily readings, and complete monthly tax filings.
Process toll billing (e.g., Mass Pike) and allocate charges accurately by division.
Oversee asset lifecycle management: create and maintain files for new equipment, update COINS/Tenna systems, and process disposals and sales documentation.
Handle IRP (International Registration Plan) compliance and related registrations.
Maintain insurance renewal spreadsheets and coordinate updates.
Compile and prepare monthly operational reports for fleet and garage activities.
Schedule and coordinate division meetings, events, and training sessions.
Perform additional duties as needed to support strategic initiatives and operational efficiency.