Fleet Coordinator

Daikin Applied Americas•Elmhurst, IL

13h

About The Position

Thermosystems is hiring a Fleet Coordinator to administer and support its company fleet. The role is based in Elmhurst, Illinois, with some travel to the Romeoville, Illinois location. The coordinator maintains fleet records and compliance, coordinates vehicle acquisition and readiness, supports drivers, arranges maintenance and repairs, and manages fleet incidents, claims, expenses, vendors, and follow-up activities. The role also includes other duties as assigned. Thermosystems is a manufacturer’s representative specializing in commercial HVAC products and controls and is a member of the Daikin group. The company is headquartered in Elmhurst, Illinois, and operates several offices across Illinois and in Des Moines, Iowa. Employment is contingent upon completion of applicable pre-employment requirements, including employment and education verification, background screening, and drug testing where permitted by law.

Requirements

At least 3 years of experience in fleet coordination, transportation, facilities, operations, or a related administrative role.
Strong working knowledge of vehicle registration, licensing, maintenance scheduling, insurance claims, and fleet record keeping.
Strong organizational skills and the ability to manage multiple priorities and respond to urgent vehicle-related issues.

Nice To Haves

Associate or bachelor’s degree in business, logistics, transportation, or a related field is preferred.

Responsibilities

Administer the company fleet program, maintaining vehicle records, fleet databases, vehicle files and keys, IPASS accounts, license plate renewals, and emissions-testing compliance.
Coordinate vehicle acquisition, deployment, and readiness, including processing new vehicle purchases, managing spare vehicles, and ensuring vehicles are equipped and ready for new hires.
Communicate fleet requirements and timely compliance notifications to drivers, including vehicle registration and emissions testing.
Serve as the primary contact for fleet-related needs; provide technical support, coordinate repairs and maintenance, manage fleet tickets and expenses, and respond to urgent or after-hours vehicle issues.
Coordinate fleet incident response and claims management, including accidents, break-ins, property damage, insurance claims, drug-testing requirements, repair scheduling, vendor coordination, and collection of supporting documentation.
Coordinate preventative and corrective maintenance, tire and windshield repairs, vehicle upfitting, towing, spare-vehicle logistics, and fleet availability for field personnel.
Track spare-vehicle inventory, approve fleet-related expenditures, communicate with technicians and vendors, monitor repair status, and coordinate vehicle returns and replacements.
Perform other duties as assigned.