Fleet Coordinator

Pepper Construction•Barrington, IL

1d•Onsite

About The Position

Are you a detail-oriented problem solver who thrives in a fast-paced environment? Pepper Construction is looking for a Fleet Coordinator to manage the day-to-day operations of our vehicle fleet. In this dynamic role, you’ll handle coordinating vehicle orders, managing fleet management systems, overseeing telematics systems and more. This is a full-time, hourly position, based on site in our Barrington, IL office.

Requirements

Minimum of 3 years of experience in fleet administration or coordination; DOT/CDL compliance management experience strongly preferred.
High school diploma required, associate or bachelor’s degree in business, operations, logistics, or a related field preferred.
Working knowledge of DOT and state vehicle regulations, driver qualification requirements, and CDL compliance standards.
Strong organizational, documentation, and follow-up skills with exceptional attention to detail.
Proficiency in Microsoft Office (Excel, Word) and fleet management platforms such as Enterprise, WEX, Verizon Reveal, or similar systems.
Experience managing vendor relationships and coordinating with multiple internal and external stakeholders.
Proven ability to provide high-quality internal customer service in a fast-paced, deadline-driven environment.

Responsibilities

Coordinate annual and ad-hoc vehicle orders in partnership with Enterprise and local sourcing partners.
Oversee installation, maintenance, and removal of Verizon Reveal systems and other fleet equipment.
Maintain fleet management systems including Enterprise, WEX fuel cards, and Reveal telematics, ensuring accurate driver assignments, alerts, and records.
Administer I-PASS transponders, vehicle registrations, license renewals, and fleet compliance documentation.
Process fleet-related invoices and reconcile expenses for Enterprise, WEX, Verizon, and other fleet vendors.
Conduct monthly system and compliance audits to confirm vehicles and drivers meet company policies and regulatory requirements.
Support regional fleet operations including loaner vehicle coordination, auction preparation, vehicle turn-in, and readiness for deployment.
Serve as primary administrator for DOT and CDL compliance programs.
Maintain accurate DOT driver qualification files, including licenses, medical certificates, MVRs, and required documentation.
Track CDL expirations, endorsements, renewals, and medical certification deadlines to ensure uninterrupted compliance.
Coordinate DOT drug and alcohol testing programs, including pre-employment, random, post-accident, and reasonable suspicion testing.
Support audits, inspections, and regulatory inquiries related to DOT, FMCSA, and state transportation agencies.
Partner with HR, safety, and field leadership to communicate requirements, resolve compliance gaps, and support driver onboarding.