Fleet Coordinator

Rex Moore Group, Inc.•Florin, CA

1d•$21 - $30•Onsite

About The Position

The Fleet Coordinator starts by reviewing the maintenance dashboard to identify any vehicles with upcoming service due and sends notifications to the assigned drivers and their supervisors. Throughout the day they process incoming expense receipts from field crews, update vehicle records in the GPS system as assignments change, and field calls from drivers who need updated insurance cards or registration documents. As registration renewal dates approach, they pull the required paperwork, coordinate with the DMV or vendor, and make sure the new documents reach the driver before the expiration.

Requirements

Strong organizational skills with the ability to manage multiple tasks, deadlines, and priorities simultaneously
Proficiency in Microsoft Office Suite (Excel, Word, Outlook); ability to learn fleet management and GPS software systems
Excellent attention to detail; accuracy in data entry and record keeping is essential
Strong written and verbal communication skills; ability to communicate clearly with drivers, vendors, and management
Ability to work independently and take initiative with minimal supervision
Ability to verbally communicate: convey detailed and accurate instructions and information.
Ability to hear with or without correction in order to receive and interpret detailed information.
Required to sit at a desk work station for long and short periods of time.
Required to have visual acuity with or without correction in order to read and interpret contract information and view information on a computer monitor.
Required to use fingers and hands: type using a computer keyboard, handle, feel, and reach.

Nice To Haves

Experience in an administrative, fleet, logistics, or operations support role preferred
Familiarity with vehicle registration, insurance documentation, or DMV processes is a plus
Customer service orientation with a professional and responsive approach
Push, pull, lift and carry at least 10 pounds.
Occasionally required to walk and stand.
May occasionally be required to stoop, kneel, and crouch.

Responsibilities

Maintain and update vehicle records in GPS and fleet management systems, including unit numbers, assigned drivers, and vehicle specifications
Process vehicle registrations, renewals, and title documentation; distribute updated registration cards to drivers
Coordinate with drivers and the Fleet Manager to collect and track vehicle expense receipts; enter data into fleet expense tracking system
Monitor maintenance schedules for all fleet vehicles; proactively notify drivers and the Fleet Manager of upcoming oil changes, inspections, and scheduled service
Distribute current insurance certificates and registration documents to drivers; maintain an organized digital and physical filing system for all fleet documents
Assist with vendor coordination for vehicle repairs, service appointments, and upfitting as directed by the Fleet Manager
Generate regular fleet status reports including mileage, maintenance due dates, registration expiration dates, and expense summaries
Support onboarding of new fleet vehicles including data entry, document filing, and driver notification
Respond to driver inquiries regarding vehicle documentation, insurance, and maintenance scheduling
Perform general administrative support duties as assigned to support fleet operations