Fleet Coordinator

WORKOVER SOLUTIONS INC • Findlay Township, PA

5h • Hybrid

About The Position

Workover Solutions, Inc. is a dynamic and growing technology company in the energy sector, committed to innovation, sustainability, and delivering high-quality service to our clients. We are looking for a Fleet Coordinator to serve as the central point of coordination for company vehicles – including pickup trucks, trailers, and XL vehicles - ensuring maximum operational availability, regulatory compliance, and cost-effective fleet performance. The Fleet Coordinator partners closely with field operations, safety, procurement, and finance to support the company's multi-state operations.

Requirements

• Associate's or Bachelor's degree in Business Administration, Logistics, Supply Chain, or a related field preferred; equivalent work experience considered.
• Minimum 3–5 years of direct fleet management or fleet coordination experience, preferably in the oil and gas, energy, or heavy industrial sector.
• Demonstrated experience managing a fleet of 100+ mixed vehicles, including commercial trucks and trailers.
• Experience with DOT and FMCSA compliance requirements strongly preferred.
• Strong organizational skills with the ability to manage multiple priorities across geographically dispersed locations.
• Solid understanding of vehicle maintenance practices, repair processes, and commercial vehicle regulations.
• Excellent communication and interpersonal skills; ability to work effectively with field personnel, vendors, and management.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook); experience with ERP or work order systems a plus.
• Strong attention to detail with analytical skills to interpret fleet cost and performance data.
• Ability to work independently and exercise sound judgment in a fast-paced, field-operations environment.
• Valid driver's license with a clean driving record required.

Nice To Haves

• CDL (Commercial Driver's License) not required but preferred or considered a plus.
• Certified Automotive Fleet Manager (CAFM) or similar fleet management certification a plus.
• DOT compliance certification or training a plus.

Responsibilities

• Maintain a comprehensive, real-time fleet inventory system tracking all vehicles, including pickup trucks, trailers, and XL commercial trucks across all company locations.
• Assign, track, and manage vehicle deployments to field personnel and operational sites across multiple states.
• Coordinate vehicle transfers, relocations, and deployments in alignment with project needs and operational schedules.
• Monitor vehicle utilization rates and provide recommendations to optimize fleet size and composition.
• Manage vehicle acquisition, upfitting, and decommissioning processes in coordination with management and procurement.
• Develop and administer a proactive preventive maintenance (PM) program for all fleet assets, including oil changes, inspections, tires, and scheduled service intervals.
• Track and document all maintenance and repair activities using fleet management software.
• Manage breakdown response and roadside assistance coordination for field personnel.
• Monitor and manage warranty claims and recalls across the fleet.
• Ensure all vehicles and trailers are registered, licensed, and insured in compliance with applicable state and federal regulations across all operating jurisdictions.
• Manage DOT compliance for applicable commercial vehicles, including driver qualification files, hours of service records, and annual vehicle inspections.
• Coordinate pre-trip/post-trip inspection programs and ensure defect reporting processes are followed.
• Support QHSE Manager with fleet-related safety initiatives, incident investigations, and corrective actions.
• Maintain compliance with FMCSA regulations for the company's XL commercial truck operations.
• Coordinate with QHSE on drug and alcohol testing programs for commercial vehicle operators.
• Administer the company's driver qualification program, including MVR (Motor Vehicle Record) checks, driver authorization, and annual reviews.
• Facilitate fleet safety training, including defensive driving and vehicle inspection procedures.
• Manage fleet-related procurement including fuel cards, parts, tires, and vendor service agreements.
• Track and report fleet operating costs, maintenance expenses, and fuel consumption; identify cost reduction opportunities.
• Primary point of approval for invoices related to fleet maintenance, repairs, and vehicle-related services.
• Assist with annual fleet budget preparation and ongoing budget monitoring.
• Generate regular fleet reports covering utilization, costs, compliance status, and maintenance schedules for QHSE Manager and leadership.
• Maintain accurate and organized records for all vehicles including titles, registrations, insurance certificates, and maintenance history.
• Administer the fleet management information system (FMIS) and ensure data accuracy and integrity.
• Support audits and provide fleet documentation as requested.
• Assist with benefits administration, employee relations, and performance management.
• Maintain accurate and confidential employee records.
• Support HR compliance and ensure adherence to employment laws and company policies.
• Assist with HR reporting and contribute to strategic workforce planning.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree