Fleet Coordinator

Guardian Fire Protection Services, LLC

About The Position

The Fleet Coordinator is responsible for the full lifecycle management of the company's vehicle and equipment fleet, ensuring safe, reliable, and cost‑effective operation to support daily service delivery. This role oversees fleet maintenance, procurement, compliance, asset tracking, fuel management, and vendor relationships within a fast‑paced industrial/commercial services environment. The Fleet Manager also partners closely with operations, safety, and finance teams to ensure fleet readiness and optimize operational efficiency.

Requirements

Bachelor's degree in Business Administration, Logistics, Supply Chain Management, Transportation Management, or a related field (or equivalent work or military experience).
Proven experience in fleet management, transportation operations, or logistics oversight.
Experience managing vendors, service providers, and maintenance contracts.
Strong knowledge of fleet operations, vehicle maintenance standards, and safety regulations (DOT, OSHA, and industry‑specific compliance).
Proficiency with fleet management software, GPS tracking systems, telematics, and maintenance scheduling tools.
Ability to analyze fleet performance data, optimize routes, control costs, and manage fuel efficiency programs.
Familiarity with procurement processes, including vehicle acquisition, leasing, and lifecycle management.
Excellent organizational and project‑management skills with the ability to manage multiple priorities.
Clear and effective communication skills for interacting with internal teams, external partners, and leadership.
Ability to prepare reports, present findings, and make data‑driven recommendations.
Strong customer‑service mindset and ability to build trust with stakeholders.

Responsibilities

Oversee day‑to‑day fleet operations for all vehicles and equipment used in service delivery.
Develop and manage preventive and corrective maintenance programs to maximize uptime.
Coordinate with internal technicians and/or external service vendors to schedule repairs and inspections.
Maintain accurate records of maintenance, inspections, and repairs.
Ensure all fleet assets comply with federal, state, and local regulations (e.g., DOT, OSHA, emissions).
Conduct periodic inspections and audits to ensure safe vehicle conditions and proper operator behavior.
Maintain required documentation, including registrations, titles, permits, and compliance logs.
Partner with the Safety team to manage incident reporting, root‑cause analysis, and corrective actions.
Track fleet utilization, lifecycle, depreciation, and replacement schedules.
Assist in developing the annual fleet capital budget and long‑term asset strategy.
Oversee vehicle assignments, returns, decommissioning, and remarketing processes.
Implement and manage fleet management software systems for tracking and reporting.
Source and negotiate contracts for vehicles, equipment, parts, fuel, and maintenance services.
Manage vendor relationships to ensure high-quality service and competitive pricing.
Evaluate and recommend new fleet technologies or equipment that improve efficiency and safety.
Monitor and control fleet operating expenses, including fuel, maintenance, and leasing costs.
Analyze fleet performance data and prepare monthly/quarterly reports for leadership.
Identify opportunities for cost reduction, process improvement, and asset optimization.
Oversee driver onboarding, training, and certification requirements.
Work with operations leaders to address driver performance, violations, or safety concerns.
Ensure drivers follow company policies regarding vehicle use, safety, and maintenance practices.