Fleet Coordinator/Office Assistant

Green Energy Biofuel LLC•Gloverville, SC

6d•$22 - $25•Onsite

About The Position

Coordinate fleet records, maintenance follow-up, and compliance paperwork while providing office and plant administrative support. Keep information accurate, track deadlines and open issues, and communicate updates among operations, logistics, drivers, maintenance, and accounting. The position supports fleet administration, maintenance coordination, compliance, logistics and plant records, billing and purchasing, office administration, and reporting. It maintains fleet and shipment information, schedules approved maintenance, tracks documentation and follow-ups, assembles billing records, and provides routine administrative support. The role has no direct reports and operates within delegated approval limits; designated managers and qualified personnel retain regulatory, technical, safety, operating, and financial approval responsibilities. Work is primarily onsite in an office, with routine access to the plant and yard. The employee must follow safety rules and wear required PPE, with reasonable accommodation as applicable. Success is measured by accurate and timely records, complete billing packets, current fleet status, and closure of assigned follow-ups.

Requirements

High school diploma or equivalent.
Relevant office, fleet, dispatch, maintenance, or plant support experience.
Strong organization, communication, accuracy, and follow-through.
Proficiency with spreadsheets, email, and shared files.
Ability to learn business and fleet systems.

Nice To Haves

Three or more years of relevant experience.
Familiarity with DOT records, maintenance, shipping documents, or industrial operations.

Responsibilities

Maintain vehicle, trailer, and equipment records, assignments, locations, registrations, inspections, service intervals, and availability.
Track mileage, engine hours, telematics alerts, fuel cards, and unusual usage or charges.
Schedule approved preventive maintenance and repairs; track quotes, approvals, work orders, parts, downtime, completion records, and warranty opportunities.
Coordinate roadside service through the designated manager and promptly escalate unresolved defects.
Track permits, licenses, renewals, and assigned driver qualification records.
Review vehicle inspection and hours-of-service exception reports for missing records or unresolved issues; route concerns to the responsible lead and track closure.
Support onboarding, training records, audits, insurance requests, and incident documentation.
Update shared schedules, load status, and fleet availability.
Maintain truck, tanker, and rail shipment files, scale tickets, bills of lading, inventory movements, and operator records for wastewater, depackaging, transloading, and oil processing; flag missing or conflicting information.
Assemble billing packets and verify quantities, approved rates, and supporting documents.
Match vendor invoices to approved work and receipts; resolve missing paperwork, obtain quotes, prepare purchase requests, and track approved orders and deliveries.
Handle calls, emails, visitors, deliveries, and routine inquiries.
Maintain files, supplies, contact lists, meeting notes, action items, and handoffs.
Gather timekeeping corrections for approval, coordinate contractor paperwork, and protect confidential information.
Provide daily status updates, weekly summaries of open items, and monthly fleet and cost reports using reliable source records.
Maintain assigned safety, environmental, and sampling reminders; escalate missing records and potential deviations.