Fleet Coordinator & Receptionist

Earthtones Companies•Midlothian, TX

21h•$18 - $23•Onsite

About The Position

The Fleet & Administrative Coordinator serves as the administrative backbone of the company's fleet operations while also providing professional front desk support. This position is responsible for maintaining accurate fleet records, coordinating registrations, insurance, equipment purchases, rentals, warranties, and asset tracking while ensuring the front office remains organized, welcoming, and efficiently operated.

Requirements

2+ years of administrative or office coordination experience.
Strong organizational skills with exceptional attention to detail.
Ability to manage multiple priorities and meet deadlines.
Excellent written and verbal communication skills.
Proficient in Microsoft Office (Excel, Outlook, Word).

Nice To Haves

Fleet, construction, landscaping, transportation, or equipment administration experience preferred.
Experience with Samsara, Aspire, or similar fleet/ERP software preferred.

Responsibilities

Maintain a complete listing of all vehicle registrations and expiration dates.
Coordinate vehicle inspections and registration renewals.
Ensure compliance with county and state-specific registration requirements.
Maintain current driver listings and required insurance notifications.
Maintain organized fleet records and documentation.
Maintain accurate asset records within Samsara, Aspire, and company databases.
Track all pertinent asset information including: Make, model, year, VIN/Serial Number, Purchase date, Purchase price, Loan/financing information, Warranty information, Assigned location and employee.
Ensure all purchased or sold assets are properly documented and updated across all systems.
Ensure all fleet vehicles and equipment are properly insured.
Coordinate additions and removals of assets from insurance policies.
Manage insurance claims from initiation through completion.
Coordinate warranty claims with manufacturers and vendors.
Maintain insurance and warranty documentation.
Coordinate administrative processes for all purchased and rented equipment.
Complete all required paperwork associated with equipment acquisitions.
Track rental periods and ensure equipment is returned on time.
Coordinate new rental requests with operations to ensure equipment availability.
Assist with onboarding new fleet assets into company systems.
Maintain accurate Samsara fleet data.
Track fleet costs including maintenance, fuel, repairs, rentals, insurance, and registrations.
Compile fleet cost reports for Fleet Manager review.
Monitor fuel card and toll tag inventory, assignments, distribution, and collection.
Maintain accurate reporting and fleet documentation.
Serve as the primary receptionist and first point of contact for visitors, customers, vendors, and applicants.
Answer and direct incoming phone calls professionally.
Receive, sort, and distribute incoming mail and packages.
Maintain organized filing systems for fleet and administrative paperwork.
Stock and organize office supplies, breakrooms, and common areas.
Order office supplies, toiletries, paper products, coffee, beverages, and other office consumables.
Organize and maintain conference rooms to ensure they are clean, stocked, and meeting-ready.
Help maintain a clean, organized, and professional office environment.
Assist with document preparation, scanning, filing, and record retention.
Support Fleet Manager with administrative tasks and special projects.
Assist other departments with administrative support as assigned.
Coordinate miscellaneous paperwork and maintain organized records.
Perform other duties as assigned to support fleet and office operations.