Office and Fleet Coordinator

Apex Restoration DKI•Tullahoma, TN

4d•Onsite

About The Position

The Office and Fleet Coordinator is the first point of contact for customers and visitors and helps keep company vehicle records and warehouse receiving organized. The role runs the front desk, takes first notice of loss calls, tracks fleet inspections and registrations, and opens the warehouse to receive deliveries so field teams can focus on jobs. The position reports to the Office Manager or General Manager and works with office staff, field technicians, project managers, vendors, and freight carriers. This is a full-time, on-site role split between the office and warehouse in Tullahoma, Tennessee. The work is mostly office-based, with regular warehouse trips to open the facility and receive deliveries. The schedule is Monday through Friday during business hours, with occasional early starts for scheduled deliveries. The role involves lifting and moving packages and boxes weighing up to 50 pounds, using a pallet jack or hand truck for heavier freight, standing and walking in a warehouse that may not be climate-controlled, and driving between the office and warehouse as needed. Pay is $17.00 per hour. Benefits include health insurance, paid time off, a retirement plan, and other benefits.

Requirements

1 to 2 years of experience in reception, office administration, fleet administration, or a similar role.
Professional, friendly manner on the phone and in person.
Strong organization and follow-through, including meeting deadlines such as vehicle registration renewals.
Comfort with computers, email, spreadsheets, and mobile apps.
Valid driver's license and clean driving record.
Ability to work independently between the office and warehouse.
Ability to lift and move packages and boxes up to 50 pounds.
Ability to stand, walk, and work in a warehouse that may not be climate-controlled.
Ability to drive between the office and warehouse as needed.

Nice To Haves

Experience taking first notice of loss calls in restoration or insurance.
Experience with Whip Around or another fleet inspection app.
Experience with vehicle registrations, titles, or DMV processes.
Experience receiving LTL freight and checking bills of lading.
Experience in restoration, construction, or another field-service company.

Responsibilities

Greet customers, vendors, and visitors, and answer and route incoming calls.
Take incoming new-loss calls and prepare complete First Notice of Loss (FNOL) records, including customer and property details, type and cause of loss, affected areas, insurance carrier, claim number, and adjuster contact.
Distribute each FNOL promptly to the appropriate team, such as water, fire, mold, contents, or reconstruction.
Take messages accurately and route them to the appropriate person.
Keep the front office and reception area clean, organized, and professional.
Manage incoming and outgoing mail, packages, and office supplies.
Monitor daily and weekly vehicle inspections in Whip Around and follow up with drivers on missed inspections.
Flag reported vehicle defects to the appropriate person and track repairs through completion.
Manage vehicle registrations, tags, and renewals to prevent expiration.
Maintain an accurate VIN list for each vehicle and trailer, including plate, assigned driver, location, and status.
Track insurance cards, registration documents, and inspection records for each vehicle.
Maintain a renewal and service calendar and remind drivers and managers of upcoming due dates.
Open the warehouse on schedule and secure it when leaving.
Receive LTL freight and other deliveries; check counts and condition against the bill of lading, note shortages or damage before signing, and photograph damaged freight.
Log received items, place them in assigned locations, and notify the person who ordered them.
Report freight claims and coordinate with carriers and vendors to resolve them.
Enter and update records in company systems.
Assist with scheduling, filing, data entry, and other office projects as needed.