Fleet Coordinator

ICEE•La Vergne, TN

1d•Onsite

About The Position

Reporting to the Director of Fleet & Safety, the Fleet Coordinator is responsible for the day-to-day administration and coordination of the company fleet. This position supports vehicle assignments, maintenance scheduling, registrations, rentals, vehicle transfers, and fleet recordkeeping to ensure fleet operations run efficiently. The Fleet Coordinator serves as the primary administrative liaison between internal departments, drivers, vendors, leasing companies, and service providers while maintaining accurate fleet information and supporting fleet-related projects.

Requirements

Excellent organizational skills
Strong attention to detail
Ability to manage multiple priorities
Strong written and verbal communication
Customer Service Orientation
Intermediate to advanced Microsoft Excel skills
Working knowledge of Microsoft Office
Ability to maintain confidential information
Strong follow-through and problem-solving skills
Ability to work independently while managing multiple deadlines

Nice To Haves

Experience with fleet management software preferred

Responsibilities

Maintain accurate fleet inventory, vehicle records, and driver assignments.
Coordinate vehicle assignments, transfers, and reassignments.
Process new vehicle deliveries and vehicle disposals.
Coordinate vehicle sales, lease returns, and remarketing activities.
Manage vehicle registration renewals, titles, license plates, and insurance documentation.
Administer fuel card assignments and replacements.
Coordinate transportation of vehicles between service centers.
Assist with vehicle onboarding and offboarding activities.
Maintain fleet files and supporting documentation.
Schedule preventative maintenance services.
Monitor maintenance due reports and follow up with field personnel.
Coordinate repairs with approved maintenance vendors.
Review repair estimates and submit recommendations for management approval.
Track vehicle downtime and provide regular status updates.
Assist with warranty documentation and repair scheduling.
Maintain maintenance records within fleet management systems.
Coordinate with leasing companies, maintenance providers, registration vendors, and transportation vendors.
Schedule vehicle deliveries, pickups, repairs, and transportation.
Track vendor service requests through completion.
Assist with resolving routine vendor issues and escalate concerns to management when appropriate.
Coordinate rental vehicle requests.
Track rental utilization and vehicle returns.
Maintain rental records and documentation.
Assist with monitoring rental expenses.
Serve as the primary fleet contact for employees regarding: Vehicle assignments, Registrations, Insurance cards, Fuel cards, Maintenance scheduling, Vehicle transfers.
Respond to fleet-related questions and coordinate timely resolution.
Assist with fleet projects as assigned.
Support implementation of fleet initiatives directed by management.
Recommend administrative process improvements.
Perform other duties as assigned.