Fleet Coordinator

Atoms•Dallas, TX

4d•$70,000 - $80,000•Onsite

About The Position

The Fleet Coordinator is responsible for keeping Atoms’ vehicles road-ready, compliant, and accounted for throughout their lifecycle. The role oversees vehicle movements, registrations, insurance documentation, violations, and records from fleet onboarding through decommissioning. Atoms operates a branded EV fleet from company depots and employs W-2 drivers. The coordinator works with depot leads, market managers, the Risk and Insurance team, dealerships, body shops, and transport vendors to reduce downtime and maintain compliance. The position is based in the Dallas office and is onsite five days per week. The salary range is $70,000–$80,000 per year, with potential eligibility for equity awards. Benefits listed for U.S. full-time exempt employees include medical, dental, vision, disability, and life insurance; flexible spending and health savings account options; a 401(k); equity; sick time, unlimited flexible time off, and paid holidays; paid parental leave; and a pre-tax commuter benefit plan. Benefits may change at the company’s discretion.

Requirements

At least 2 years of experience in fleet coordination, fleet administration, dealership service advising, or rental or rideshare fleet operations.
Hands-on experience with registrations, DMV processes, and toll or parking violation handling.
Working knowledge of insurance documentation and vehicle-damage claims processes.
Comfort using fleet management software and spreadsheets.
Ability to track hundreds of vehicles, deadlines, and open items at once.
Clear, direct communication skills and ability to press vendors on timelines.
Valid driver’s license and a clean driving record.
High school diploma.

Nice To Haves

Fleetio experience.
EV fleet experience.
College or trade school education.

Responsibilities

Schedule and track vehicle moves between depots, dealerships, body shops, upfitters, auctions, and markets.
Book and manage tow and transport vendors, and confirm pickup, delivery, and vehicle condition at each handoff.
Keep vehicle locations and status current in the fleet system.
Receive new vehicles and coordinate technology installations, branding, and supplies so vehicles are road-ready on schedule.
Coordinate vehicle decommissioning, including return or sale logistics, plate surrender, telematics removal, and record closeout.
Manage registration renewals, inspections, temporary tags, and plate issues across the states where Atoms operates.
Maintain a renewal calendar to prevent vehicles from being driven with expired registration.
Handle title, lien, and DMV paperwork for new, transferred, and retired vehicles.
Keep proof of insurance current in vehicles and fleet records.
Promptly report vehicle damage and collect photos, police reports, repair estimates, and driver statements for the claims team.
Track vehicles associated with open claims through repair and return to service.
Support subrogation by providing vehicle, repair, and cost documentation.
Intake parking tickets, toll violations, red-light and speed-camera notices, and moving citations associated with fleet plates.
Match violations to the driver and shift using dispatch and telematics data.
Transfer liability to the responsible driver where permitted, or pay or contest violations by their deadlines to avoid late fees, holds, and towing.
Manage vehicle toll transponders and accounts, and reconcile monthly toll charges.
Report violation trends by driver, depot, and type to operations and risk teams.
Clear violation holds that block registration renewals.
Maintain accurate vehicle status, maintenance history, documents, and costs in the fleet management system.
Send daily and weekly fleet status updates to operations leadership, including counts of active, out-of-service, in-shop, body-shop, and service-center vehicles.
Track fleet supply inventory, including tires, keys, phones, and cleaning supplies.
Recommend process improvements based on downtime, cost, and violation data.