HSE Fleet Coordinator

Integra Mission Critical • Dallas, TX

13d • Onsite

About The Position

The Fleet Administrator is responsible for the day-to-day administration, compliance, and operational support of the company's fleet program. This role serves as the central coordinator for fleet records, vehicle compliance, maintenance tracking, fuel card administration, vendor coordination, reporting, and vehicle lifecycle management. The Fleet Administrator ensures that fleet information is accurate, compliance requirements are met, and administrative processes are executed efficiently to support field operations and fleet leadership. They act as the primary resource for maintaining fleet data integrity, coordinating vehicle-related activities, and providing timely reporting and customer support across the organization.

Requirements

• Associate’s degree in Business Administration, Occupational Safety, or related field (required)
• 2–4 years in a safety, fleet, or construction administrative role supporting distributed teams
• Experience managing high-volume documentation and onboarding workflows
• Familiarity with OSHA, DOT, and FMCSA regulations is a plus

Nice To Haves

• Prior experience with safety management systems (e.g., HammerTech, ISNetworld) and/or fleet platforms (e.g., Element, Geotab) is preferred
• Bachelor’s degree (preferred)
• OSHA 10-Hour or 30-Hour (Construction or General Industry).
• First Aid/CPR Certification.
• GSP

Responsibilities

• Maintain accurate fleet records, including vehicle assignments, registrations, titles, licensing documentation.
• Process vehicle acquisitions, disposals, transfers, and status changes in fleet management systems.
• Maintain up-to-date driver rosters and vehicle assignments in coordination with Enterprise Fleet and Geotab telematics databases to ensure data integrity.
• Track driver onboarding requirements, including MVR reviews, disclosures, fleet training, and policy acknowledgements.
• Assist in vehicle ordering workflows, using standard forms and VP approval processes.
• Track vehicle registration and licensing renewals.
• Maintain documentation required for DOT, company, and regulatory compliance.
• Support driver qualification and fleet compliance tracking as assigned.
• Assist with audits and compliance reviews by gathering required records and documentation.
• Support issuance and renewal of driver cards, telematics installation, and violation tracking logs.
• Generate monthly fleet reports related to asset utilization, fuel consumption, maintenance, GPS compliance, driver safety behavior events, and toll data.
• Assist fleet leadership with KPI tracking and performance reporting.
• Identify data discrepancies and coordinate corrective actions.
• Coordinate maintenance scheduling and repair documentation.
• Track preventive maintenance completion and exception reporting.
• Serve as a point of contact for fleet vendors, maintenance providers, and equipment suppliers.
• Process and reconcile fleet-related invoices and purchase orders as required.
• Respond to inquiries from drivers, supervisors, and field personnel regarding fleet policies and procedures.
• Support accident, damage, and vehicle incident documentation processes.
• Assist with fleet communications and program rollouts.
• Serve as administrative liaison between HSE and the Fleet Management team (CCM, IMC, Enerquest, OTS).
• Track driver onboarding requirements, including MVR reviews, disclosures, fleet training, and policy acknowledgements.
• Maintain up-to-date driver rosters and vehicle assignments in coordination with Enterprise Fleet and Element telematics platforms.
• Support issuance and renewal of driver cards, telematics installation, and violation tracking logs.
• Generate monthly reports on fleet safety metrics (e.g., harsh events, GPS compliance, inspections).
• Assist in vehicle ordering workflows, using standard selection forms and VP approval processes.
• Monitor insurance documentation, registration renewals, and inspection statuses.

Benefits

• Competitive pay with incentive opportunities that recognize your results and contributions.
• Medical, dental, and vision coverage that supports you and your family’s total well-being.
• Life and disability insurance programs that provide protection when it matters most.
• A variety of voluntary benefits so you can personalize coverage to fit your needs.
• Generous paid time off to relax, travel, and maintain a healthy work-life balance.
• Education assistance and tuition support to help you build skills and advance your career.
• Retirement and savings programs that help you achieve long-term financial confidence.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree