Fleet Coordinator

Tokyo Gardens Company•Houston, TX

18h•Onsite

About The Position

The Fleet Coordinator supports the day-to-day administration, tracking, and coordination of the company’s vehicle fleet, including corporate sedans, refrigerated vans, box trucks, and rental vehicles. This role is the primary liaison for any fleet related needs and ensures fleet assets are compliant, well-maintained, accurately documented, and available to meet operational requirements. The position works closely with drivers, vendors, insurance providers, and internal partners such as Accounting, Operations, and IT.

Requirements

Associate’s or Bachelor’s degree in Business, Logistics, Finance, or a related field preferred but not required.
1–3 years of experience in a fleet, asset-intensive, logistics, operations, or administrative role preferred.
Valid driver’s license and ability to operate company vehicles as required.
Strong organizational skills with a high attention to detail.
Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
Strong interpersonal skills with a friendly, professional, and approachable demeanor.
Strong verbal and written communication skills.
Service-oriented mindset with a willingness to help others and take ownership of requests.
Proficient in Microsoft Office, particularly Excel and Word
Knowledge of DOT regulations and ELD compliance.
Analytical and problem-solving mindset.

Nice To Haves

Experience with fleet management systems or asset tracking tools is a plus.
Experience processing invoices or working with accounting/finance teams is beneficial.
Intermediate mechanical or technical vehicle knowledge preferred.
Working knowledge (or ability to learn) vehicle insurance, risk management, and compliance requirements.

Responsibilities

Fleet Operations & Asset Management
Coordinate the acquisition, assignment, and distribution of company-owned and rental vehicles.
Set up new drivers in fleet systems and assign vehicles, ensuring accurate driver-to-vehicle records for mileage, costing, and reporting.
Maintain accurate records of vehicle and driver assignments, including additions, changes, and retirements.
Ensure fleet vehicles are available, clean, safe, and in good working condition.
Transport vehicles to local service providers, garages, and car wash facilities as needed.
Identify opportunities for improvement in fleet processes and support the implementation of streamlined solutions.
Maintenance, Compliance & Safety
Collaborate with cross functional stakeholders to schedule and coordinate preventative maintenance, inspections, and vehicle repairs including box trucks and refrigerated vans.
Monitor vehicle registrations, titles, toll tags, and insurance documentation to ensure legal compliance for public road use.
Track and process tag, registration, and renewal purchases for fleet vehicles.
Serve as a point of contact for fleet and DOT-related administrative needs, facilitating accident reporting and maintaining required documentation.
Monitor GPS and fleet tracking systems to support compliance, safety, usage visibility, and reporting.
Assist with bi-annual mileage assessments in accordance with IRS regulations.
Identify recurring driver performance trends, propose solutions, and support the development and delivery of training and educational content as needed.
Systems, Reporting & Documentation
Enter, update, and maintain vehicle, driver, equipment, and asset data in fleet management and tracking systems (e.g., Fleet Complete).
Ensure rental vehicles (e.g., Ryder trucks) are properly set up in fleet systems, coordinating with IT as needed for accurate tracking and reporting.
Maintain organized electronic and physical filing systems for fleet records, including active and retired vehicles.
Monitor fleet system data for accuracy, completeness, and compliance with company standards.
Financial & Vendor Support
Process and track daily and monthly fleet-related invoices.
Assist with fuel card administration, including ordering replacements and monitoring usage.
Support cost tracking and inventory reporting related to fleet growth and replacement planning.
Work with vehicle vendors and representatives to support purchasing activities and ensure contracted pricing and discounts are applied.
Maintain files and documentation related to new vehicle purchases and disposals.
Logistics Support
Provide administrative and coordination support to Logistics team as needed to ensure vehicles and drivers are properly aligned with operational demands.
Coordinate vehicle availability with logistics schedules to minimize downtime and service disruptions.
Support tracking and documentation for logistics-related vehicle usage, including mileage, utilization, and assignment changes.
General Administrative Support
Assist with ordering fleet-related supplies, parts, and services.
Lead and contribute to ad-hoc fleet projects and reporting requests.
Perform additional duties as assigned by management.