Operations Coordinator

Fourteen Foods•Brentwood, TN

27d•Onsite

About The Position

The Operations Coordinator provides comprehensive administrative support to the Operations department. This role is responsible for managing fleet administration, operational reporting, compliance tracking, and administrative coordination across multiple departments. This position ensures accurate reporting, maintains databases, monitors vehicle maintenance and spend, coordinates insurance and accident follow-ups, and supports field leaders through standardized reporting and documentation updates. This role requires strong organizational skills, analytical thinking, attention to detail, and the ability to manage multiple priorities in a fast-paced operations environment.

Requirements

2–5 years of experience in administration, fleet administration, and/or executive administrative support
Strong organizational and time management skills
Advanced proficiency in Microsoft Excel and reporting tools is required
Experience managing databases and operational reporting
Strong analytical and problem-solving ability
Ability to handle confidential and sensitive information
Excellent written and verbal communication skills
High attention to detail and accuracy

Nice To Haves

Experience supporting multi-unit operations or corporate operations teams preferred

Responsibilities

Maintain and manage the company fleet management database, ensuring all vehicle records are accurate and current.
Coordinate vehicle lifecycle management, including purchasing, selling, and trade-in of company vehicles.
Monitor and report on fleet maintenance spending, identifying trends or irregularities.
Validate that required vehicle maintenance and preventative service are completed and properly documented.
Track and follow up on insurance claims, vehicle incidents, and auto accidents to ensure timely resolution.
Maintain documentation for vehicle registrations, insurance coverage, and compliance requirements.
Generate routine fleet performance and cost reports for leadership.
Produce and distribute daily, weekly, monthly, and quarterly operational reports for field leadership.
Track completion of required operational tasks across field operations.
Identify gaps or missed compliance items and escalate appropriately.
Maintain reporting dashboards and ensure data accuracy.
Update and maintain operational forms, templates, and documentation used by Field Operations and Facilities.
Assist with operational process improvements by maintaining standardized documentation.
Coordinate and prepare administrative materials used by leadership teams.
Prepare and review expense reports to ensure compliance with company policy.
Monitor travel-related spending including hotel, rental cars, and airfare.
Review expense documentation for accuracy and proper categorization.
Assist with cost tracking and reporting for operational travel budgets.