Office Coordinator / Fleet Administrator

CARROLL DISTRIBUTING AND CONSTRUCTI•Ottumwa, IA

1d•Onsite

About The Position

Carroll Distributing & Construction Supply Inc. is in need of a detail-oriented Office Coordinator / Fleet Administrator. This individual will help keep the Corporate office running smoothly by distributing mail, ordering office supplies and forwarding calls along with being responsible for the administration, coordination, compliance, and day-to-day support of Carroll Construction Supply’s company vehicle and commercial fleet. This position serves as a central resource for fleet-related matters across the organization, working closely with branch management, Asset Manager, drivers, Human Resources, Accounting, Safety, insurance providers, regulatory agencies, and outside vendors. The Fleet Administrator maintains accurate fleet records, coordinates vehicle licensing and regulatory filings, administers toll and telematics programs, assists with vehicle acquisitions and transfers, monitors fleet activity and expenses, and helps ensure company vehicles remain properly registered, documented, maintained, and compliant. This position requires strong organizational skills, attention to detail, problem-solving ability, and the ability to independently manage multiple deadlines and regulatory requirements across a multi-state fleet.

Requirements

Strong organizational skills
Attention to detail
Problem-solving ability
Ability to independently manage multiple deadlines and regulatory requirements across a multi-state fleet.

Responsibilities

Maintain an accurate company-wide fleet inventory, including vehicle identification numbers (VINs), unit numbers, year/make/model, GVWR, license plates, registration information, assigned location, assigned driver, and vehicle status.
Maintain vehicle titles, registrations, purchase documents, lease information, insurance documentation, and other fleet records.
Coordinate vehicle registrations and annual renewals across multiple states.
Process title applications, transfers, duplicate titles, license plates, and other motor vehicle documentation.
Coordinate the addition, transfer, reassignment, and removal of vehicles throughout the company.
Maintain documentation for newly purchased and disposed vehicles.
Work with dealerships, state agencies, branch managers, and other parties to resolve registration and title issues.
Administer company toll accounts and tolling programs.
Order, activate, transfer, and deactivate toll transponponders as vehicles enter, move within, or leave the fleet.
Review toll activity and research unidentified or questionable charges.
Resolve toll violations, missed tolls, incorrect plate assignments, and administrative issues.
Administer the company's GPS/telematics system.
Add, remove, and update vehicles, drivers, locations, and equipment within the system.
Maintain accurate driver-to-vehicle assignments.
Monitor vehicle mileage, utilization, location information, idle time, and other available fleet data.
Review GPS and mileage information used for IFTA reporting and other fleet-related requirements.
Distribute mail, order office supplies and forward calls.