Fleet Operations Coordinator

McKim and Creed • Wilmington, NC

16h • Onsite

About The Position

The Fleet Operations Coordinator supports the Fleet Manager in the administration, compliance, safety oversight, and daily operations of the company’s fleet of trucks, trailers, and other vehicles. This role ensures accurate fleet records, proactive maintenance, driver compliance, and effective use of fleet management systems while serving as a key operational backup and driver‑training resource. Primarily office‑based with periodic interaction with fleet vehicles, drivers, and vendors. DURING YOUR WORK DAY, YOU WILL: Fleet Administration & Asset Management Maintain accurate and current inventory records for all company‑owned and leased vehicles, including assignment of primary drivers. Ensure vehicles are properly registered, documented, and compliant with applicable requirements. Provide administrative and operational support for fleet management platforms, including the Enterprise fleet system. Serve as secondary point of contact with Enterprise to approve repairs and maintenance, coordinate vehicle turn‑ins, and track new vehicle deliveries. Safety, Compliance & Monitoring Review, triage, and manage safety events identified through the Samsara telematics system. Submit coaching events as required and notify appropriate managers of safety infractions or alerts. Troubleshoot telematics units that malfunction or go offline. Ensure all fleet vehicles are assigned to a designated primary driver. Partner with Corporate Safety on driver qualification, incident follow‑up, and corrective actions. Maintenance & Financial Administration Track preventive maintenance schedules and notify drivers and managers when service is due. Process invoices related to vehicle repairs, maintenance, and tolls accurately and in a timely manner. Accident & Incident Reporting Upon notification from Corporate Safety, report vehicle accidents to the insurance carrier. Assist with required documentation and follow‑up related to claims. Fuel Card & Driver Access Management Deactivate WEX fuel card access for disqualified drivers due to license suspension, excessive citations, or other compliance issues. Coordinate with employees, managers, and Corporate Safety to support resolution and reinstatement, when applicable. Request new or replacement WEX fuel cards as needed.

Requirements

• High School Diploma or GED required.
• Minimum of two (2) years of experience using office software, including Microsoft Excel.
• Strong verbal and written communication skills.
• Excellent interpersonal skills with the ability to collaborate across departments.
• Demonstrated organizational, problem‑solving, and analytical abilities.
• Proficiency in Microsoft Office Suite (excel and word) required.
• Occasional travel required for training and fleet support, possibly overnight.
• High attention to detail with a strong sense of urgency.
• Valid driver’s license with an acceptable motor vehicle record.
• Ability to pass required drug testing and criminal background screening.
• Ability to lift up to 10 pounds occasionally.

Nice To Haves

• Two (2) years of customer service or public‑facing experience preferred.
• Smith Driver Trainer Certification preferred or able to obtain.

Responsibilities

• Maintain accurate and current inventory records for all company‑owned and leased vehicles, including assignment of primary drivers.
• Ensure vehicles are properly registered, documented, and compliant with applicable requirements.
• Provide administrative and operational support for fleet management platforms, including the Enterprise fleet system.
• Serve as secondary point of contact with Enterprise to approve repairs and maintenance, coordinate vehicle turn‑ins, and track new vehicle deliveries.
• Review, triage, and manage safety events identified through the Samsara telematics system.
• Submit coaching events as required and notify appropriate managers of safety infractions or alerts.
• Troubleshoot telematics units that malfunction or go offline.
• Ensure all fleet vehicles are assigned to a designated primary driver.
• Partner with Corporate Safety on driver qualification, incident follow‑up, and corrective actions.
• Track preventive maintenance schedules and notify drivers and managers when service is due.
• Process invoices related to vehicle repairs, maintenance, and tolls accurately and in a timely manner.
• Upon notification from Corporate Safety, report vehicle accidents to the insurance carrier.
• Assist with required documentation and follow‑up related to claims.
• Deactivate WEX fuel card access for disqualified drivers due to license suspension, excessive citations, or other compliance issues.
• Coordinate with employees, managers, and Corporate Safety to support resolution and reinstatement, when applicable.
• Request new or replacement WEX fuel cards as needed.

Benefits

• Employee Stock Ownership Plan (ESOP): ALL employees are owners & benefit from profits earned
• Competitive pay: PLUS paid holidays, bereavement, parental, medical, and military leave
• Multiple office locations to work from: Stick close to home or travel for a change of scenery
• Growth opportunities & training: Grow confidently in your career with our mentoring & training programs
• Professional development: Tuition reimbursement, early career professional program, online courses & more
• Work that makes a difference: See the direct impact your work has communities we serve, which is most like a community you live in.
• Collaborative, supportive team: People to help you solve problems, cheer successes & encourage you along the way

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED