Fleet Coordinator

Apex Service Partners•Salt Lake City, UT

3d•$55,000 - $55,000

About The Position

Whipple Service Champions is looking for a detail‑oriented Fleet Coordinator to support the day‑to-day operations of our vehicle fleet. The position focuses on processing paperwork, maintaining accurate records, and ensuring vehicles are serviced and compliant—without supervisory or managerial responsibilities.

Requirements

High school diploma or equivalent; additional certifications or coursework in logistics, transportation, or related fields is a plus.
Proven experience with fleet operations, vehicle administration, or a similar support role.
Familiarity with fleet management software (Xcelerate, Geotab, or comparable platforms).
Strong organizational skills and the ability to handle multiple tasks with accuracy.
Clear written and verbal communication skills.

Responsibilities

Key & Asset Management : Control the distribution and return of vehicle keys; keep an up‑to-date inventory of all fleet assets in the Fleet Management System.
Driver Onboarding & Off‑boarding : Process new driver paperwork, conduct vehicle check‑outs, and update driver status in the system; handle driver terminations by retrieving keys and deactivating access.
Accident Reporting : Log accidents promptly, submit required documentation to the fleet management provider, and track follow‑up actions.
Preventive Maintenance Scheduling : Use Xcelerate (or similar software) to arrange routine service appointments with approved vendors and confirm completion.
Fuel Card & PIN Administration : Issue, replace, or cancel fuel cards and driver PINs as needed, maintaining accurate records in the system.
Geotab & Telematics : Ensure each vehicle has an active Geotab device, verify installation, and report any connectivity issues.
Compliance & Documentation : Keep vehicle registrations, USDOT filings, and other regulatory paperwork current; process renewals and maintain organized files.
Vehicle Upfits & Wraps : Coordinate ordering and installation of wraps, decals, or equipment upgrades, tracking progress through the fleet portal.
Vendor Coordination : Communicate with service providers, parts suppliers, and the fleet management company to resolve issues quickly.
Data Entry & Reporting : Maintain accurate records in the fleet management system and generate periodic utilization or cost reports as requested.