Procurement Coordinator (Fleet/Operations)

MV Transportation • Dallas, TX

1d

About The Position

The Procurement Coordinator (Fleet/Operations) serves as a liaison between Procurement and other business units, supporting the opening of new locations and closing of existing ones. The role sources vendors, obtains competitive quotes, processes purchase orders, maintains pricing and contract records, and supports procurement compliance across departments. The ideal candidate is detail-oriented and analytical, can manage multiple priorities, and maintains confidentiality of pricing, contracts, and internal data.

The coordinator maintains vendor, pricing, and contract records; supports supplier evaluation and onboarding; analyzes pricing, spending, and supply-chain risks; and works with internal departments to define purchasing requirements and timelines. The role also supports pricing and service-agreement negotiations and ordering IT equipment.

Additional duties include coordinating vendor setup and cancellation for location openings and closings; maintaining procurement documentation; supporting audits, budget reviews, and cost-control efforts; monitoring contract expirations; and coordinating procurement and recordkeeping for fleet vehicles, parts, equipment, and services. The coordinator assists with fleet invoices, service orders, contract renewals, warranties, registrations, compliance documentation, and tracking fleet-related expenditures.

Requirements

• Two to four years of procurement, purchasing, supply-chain, or administrative experience is preferred.
• Strong analytical abilities, particularly when reviewing quotes, cost structures, and vendor proposals.
• High attention to detail and accuracy in documentation and pricing review.
• Ability to maintain confidentiality of pricing, negotiations, and contracts.
• Strong understanding of competitive bidding and procurement best practices.
• Excellent communication skills when working with vendors and internal stakeholders.
• Proficiency in spreadsheets, procurement software, and ERP systems.
• Experience or skills in vendor selection, pricing negotiation, RFP/RFQ creation, and contract management.
• Ability to interpret fleet and expense data, create dashboards, track KPIs, and perform cost-benefit analysis.
• Skills in inventory and asset tracking, procurement-cycle management, delivery oversight, and recordkeeping.
• Ability to monitor spending, optimize acquisition costs, and manage lease and maintenance expenses.
• Strong communication and coordination with vendors and internal finance and operations stakeholders, including executive report writing.
• Organizational skills to handle contracts, renewals, vehicle records, and purchase orders.
• Problem-solving skills to diagnose fleet issues, resolve supply delays, and improve procurement efficiency.
• Attention to compliance documentation, VIN and asset tracking accuracy, and contract terms.
• Time-management skills to handle simultaneous procurement cycles, maintenance schedules, and project deadlines.
• Ability to collaborate with operations, finance, HR, safety, and executive teams.
• Awareness of DOT, safety, insurance, and company-policy compliance.

Nice To Haves

• Knowledge of vehicle lifecycle management, registrations, compliance, fuel programs, and maintenance cycles.
• Experience with ERP systems such as SAP, Oracle, or NetSuite.
• Experience with fleet management systems such as Geotab or Fleetio.
• Advanced Excel or Google Sheets proficiency.
• Ability to create dashboards and track KPIs.
• Experience building vendor relationships and achieving favorable pricing and terms.
• Ability to drive process improvement, procurement efficiency, and cost optimization.
• Experience holding vendors accountable for service-level agreement adherence and quality.

Responsibilities

• Maintain and update approved vendor lists, pricing files, and contract databases.
• Evaluate supplier performance and support vendor onboarding and qualification processes.
• Analyze pricing trends, spending patterns, and supply-chain risks to support purchasing decisions.
• Ensure procurement activities follow internal policies, budget guidelines, and compliance requirements.
• Work with internal departments to define requirements, specifications, and delivery timelines.
• Assist in negotiating pricing, terms, and service agreements.
• Assist in ordering IT-related equipment.
• Maintain accurate digital and physical records, including quotes, purchasing approvals, contracts, and invoices.
• Monitor contract expirations and alert management to renewal needs or re-bidding opportunities.
• Protect confidential cost data, supplier terms, and internal competitive analyses.
• Promote consistent use of procurement processes and documentation across the organization.
• Coordinate vendor setup and cancellation for location openings and closings.
• Support internal audits, budget reviews, and cost-control initiatives.
• Coordinate procurement for fleet vehicles, parts, equipment, and contracted services.
• Assist with processing fleet vendor invoices, service orders, and contract renewals.
• Maintain records of fleet purchasing activity, warranties, registrations, and compliance documentation.
• Track and reconcile fleet-related spending in the procurement system.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed