Fleet Coordinator Job Description
Position Summary
The Fleet Coordinator is responsible for supporting and coordinating the day-to-day management of company vehicles and fleet-related operations across Ag Installers and Signet. This role plays a critical part in supporting safe, compliant, and efficient fleet operations for employees traveling and working across multiple states and projects.
The Fleet Coordinator works closely with Operations, Safety, HR, Logistics, Project Managers, Superintendents, and field leadership to ensure vehicles are properly maintained, compliant, organized, and available to support project needs. This role also supports company safety initiatives and helps reinforce fleet accountability and standards across the organization.
This position is in-person and will be located on-site in Nevada, IA.
Reporting Structure
Reports To:
Core Responsibilities
Fleet Administration & Coordination
- Coordinate day-to-day fleet operations and mobilization needs for company vehicles
- Support for trailers or containers mobilization/demobilization coordination between projects or from our warehouse to the projects
- Maintain accurate fleet records including registrations, titles, insurance documents, inspections, maintenance records, and assignments
- Lead the purchasing and selling of vehicles including, title transfers, and registrations
- Support onboarding/offboarding processes involving company vehicles
- Monitor fleet inventory and utilization
Maintenance & Repairs
- Oversight of monthly fleet inspections using Fleetio
- Coordinate preventative maintenance schedules and repairs
- Track oil changes, tire replacement, inspections, and service intervals
- Work with vendors, mechanics, and repair facilities to minimize downtime
- Ensure vehicle issues are documented and addressed promptly
- Assist with roadside support and emergency coordination when needed
Driver & Compliance Support
- Support annual Motor Vehicle Record (MVR) review process
- Verify employees operating company vehicles maintain valid driver’s licenses and support with driver's license needs
- Track reported tickets, suspensions, incidents, and driver-related concerns
- Help ensure compliance with company fleet policies and expectations
- Coordinate driver training, defensive driving initiatives, and policy acknowledgements as needed
Safety Support
- Participate in fleet safety initiatives and Fleet Safety Committee discussions
- Help reinforce safe driving expectations including:
- Seatbelt usage
- Vehicle cleanliness and inspections
- Reporting of accidents, near misses, and mechanical concerns
- Proper vehicle capacity and authorized rider requirements
- Support accident documentation and coordination processes
Fuel & Fleet Systems Management
- Assist with management of fuel cards and fuel tracking systems
- Monitor vehicle usage, mileage, maintenance trends, and fleet-related expenses
- Support fleet software administration (Fleetio or similar systems)
- Help identify operational improvements and cost-saving opportunities
Communication & Coordination
- Serve as a point of contact for fleet-related employee questions and support
- Coordinate with Operations and Logistics teams regarding vehicle needs and scheduling
Qualifications
- Strong organizational and administrative skills
- Ability to manage multiple priorities and projects simultaneously
- Strong communication and follow-up skills
- Comfortable working in a fast-paced, field-support environment
- Basic understanding of vehicle maintenance and fleet operations preferred
- Experience with spreadsheets, fleet management software, and administrative systems preferred
- Bilingual English/Spanish required
Preferred Experience
- Fleet coordination or logistics experience
- Construction, agriculture, or field operations environment experience
- Experience supporting multi-state operations
- Experience with vehicle compliance, registrations, and fleet documentation
Success Measures
- Fleet downtime minimized
- Accurate and organized fleet documentation
- Timely maintenance and repair coordination
- Strong compliance with fleet policies and safety expectations
- Effective communication and support to field operations
- Improved accountability and visibility across the fleet program
Core Values Alignment
This role is expected to support and model the company’s core values:
- Team First
- Work Hard
- Continuous Improvement
Pay: From $49,642.10 per year
Work Location: In person
