Fleet Coordinator

Jackson Dawson•Long Beach, CA

2d•$28 - $31

About The Position

The Fleet Coordinator oversees the day-to-day administrative operations, coordination, and compliance of the company’s fleet, which includes commercial trucks, trailers, and company vehicles used to transport event equipment and materials. The company supports experiential marketing and event production projects throughout California and across the United States. This primarily administrative role requires independent work, management of multiple deadlines, and coordination with drivers, management, maintenance vendors, and outside agencies. The role manages fleet records and vehicle assignments; coordinates registrations, inspections, maintenance, repairs, permits, and compliance documentation; supports driver and DOT recordkeeping; administers fuel, insurance, and expense records; and prepares fleet status reports. It also communicates vehicle availability and service updates to Operations and management and helps identify compliance issues and improve fleet processes. The position does not routinely involve heavy lifting, physical vehicle repairs, or operating commercial vehicles. Driving duties require specific company authorization.

Requirements

At least 3–4 years of experience in fleet administration, fleet coordination, or commercial vehicle fleet operations.
Hands-on experience managing administrative responsibilities for multiple company vehicles, trucks, and/or trailers.
Working knowledge of DOT, FMCSA, DMV, and commercial fleet compliance requirements.
Experience coordinating vehicle maintenance, inspections, registration renewals, and repairs.
Familiarity with California BIT inspections and fleet compliance documentation.
Experience with IFTA reporting, mileage tracking, fuel records, and interstate vehicle permits.
Experience maintaining fleet records, tracking deadlines, and managing compliance documentation.
Strong organizational skills and excellent attention to detail.
Ability to work independently, prioritize responsibilities, and manage multiple deadlines.
Strong communication and problem-solving skills.
Proficiency in Microsoft Excel, Outlook, and other Microsoft Office applications.
Ability to sit and work at a desk or computer for extended periods.
Ability to stand, walk, bend, reach, and occasionally kneel or crouch when inspecting vehicles or verifying fleet documentation.
Ability to move throughout the office, warehouse, parking areas, and fleet yard as needed.
Ability to occasionally lift, carry, push, or move materials and supplies weighing up to 25 pounds.
Ability to enter and exit company vehicles, including trucks and commercial vehicles, when necessary for assigned duties.
Ability to occasionally travel locally to dealerships, repair facilities, inspection stations, or other fleet-related locations as required.

Nice To Haves

Experience working with fleet management software or electronic recordkeeping systems.

Responsibilities

Manage daily administrative activities for company vehicles, commercial trucks, and trailers.
Maintain fleet records, including vehicle information, registrations, titles, insurance, inspections, and maintenance history.
Track vehicle assignments, availability, mileage, and fleet status; coordinate vehicle transfers, deliveries, repairs, and service appointments.
Monitor registration renewals, license plates, tags, and required vehicle documentation.
Coordinate with Operations to prepare vehicles and trailers for scheduled assignments and travel.
Maintain fleet tracking spreadsheets, databases, electronic records, calendars, and tracking systems.
Assist with DOT, FMCSA, DMV, and California Highway Patrol requirements; coordinate and track California BIT inspections, commercial vehicle inspections, annual DOT inspections, and required certifications.
Maintain inspection and DOT compliance records, follow up on deficiencies and corrective actions, and monitor regulatory deadlines.
Coordinate vehicle registrations, renewals, permits, interstate operating requirements, IRP registration, apportioned plates, and interstate travel permits when applicable.
Track IFTA reporting requirements, fuel records, mileage documentation, and filing deadlines.
Schedule preventive maintenance, routine inspections, and repairs; track service schedules and coordinate with dealerships, mechanics, and service providers.
Obtain repair estimates, follow up on approvals, monitor service completion, maintain maintenance records, and address driver-reported deficiencies.
Coordinate roadside assistance and emergency repairs and communicate the status of out-of-service vehicles to Operations.
Maintain assigned driver-related fleet documentation, including license information, medical certification expiration dates, and required qualifications; coordinate with HR and management regarding eligibility and vehicle authorization.
Assist with Driver Qualification Files and DOT records; support ELD administration, HOS documentation, DVIR review, and driver compliance reminders.
Support DOT audits, inspections, and requests for fleet-related records.
Administer fleet fuel cards; monitor fuel transactions and track fuel consumption, mileage, and expenses.
Review fleet invoices, maintenance charges, and vendor billing for accuracy; track fleet expenses and identify cost-saving opportunities.
Maintain current vehicle insurance documentation and coordinate renewals; assist with accident reporting, insurance claims, and repair coordination.
Prepare regular fleet status reports covering upcoming maintenance, inspections, registrations, and compliance deadlines.
Coordinate with vendors, service providers, dealerships, and regulatory agencies; communicate fleet updates, delays, and vehicle availability to Operations and management.
Identify potential compliance issues, recommend corrective action, and assist with fleet process improvements and administrative procedures.