Purpose of Role
This role is responsible for full visibility, control, and compliance of all refrigerant cylinders, company tools, and company fleet assets - specifically vans and trucks - across the shop, service vehicles, and job sites. The coordinator owns these programs end-to-end, creates and maintains SOPs, performs audits, coordinates vehicle maintenance and documentation, and provides leadership with accurate status, cost, and compliance reporting. The role supports EPA Section 608, OSHA, applicable vehicle safety requirements, and Rolls "Best is Personal" standards.
Key Responsibilities
1. Process Creation & Documentation (Primary Ownership)
- Design, document, and continuously improve Standard Operating Procedures (SOPs) for refrigerant management, tool tracking, and fleet asset management.
- Maintain a single, unified set of procedures, forms, checklists, training materials, and accountability standards for all three programs.
- Update documentation whenever the QR-code application, fleet tracking system, company requirements, or assigned assets change.
- Ensure all documentation is clear, practical, and usable by technicians, drivers, supervisors, and warehouse staff.
2. Refrigerant Management (EPA Section 608 Compliance)
- Maintain the dedicated, locked, and ventilated refrigerant storage cage.
- Perform full physical inventories and monthly audits of every refrigerant cylinder, including full, partial, empty, and recovered cylinders.
- Manage the cylinder check-in/check-out process using the company application or approved digital log.
- Ensure accurate weight tracking, labeling, separation of virgin and recovered refrigerant, and proper storage.
- Prepare and retain required monthly and annual refrigerant records.
- Train crews on refrigerant handling, recovery procedures, documentation, and the no-venting policy.
3. Tool Management & Tracking
- Expand and maintain the QR-code scanning application so it accurately tracks every company tool.
- Tag every tool with a durable QR code and maintain complete records in the application.
- Manage the shop tool crib and oversee daily tool check-in/check-out activity.
- Conduct field audits at active job sites one to two times per month to scan tools and verify their locations and assigned users.
- Reconcile tool records daily and weekly, investigate discrepancies, and immediately address missing, damaged, or unreturned tools.
4. Fleet Asset Management - Vans & Trucks
- Maintain a complete fleet asset register for every company van and truck, including unit number, VIN, year, make, model, license plate, registration, insurance, assigned driver, location, mileage, ownership or lease information, warranty status, and installed equipment.
- Coordinate vehicle assignments, transfers, additions, and removals, including keys, fuel cards, toll devices, GPS or telematics equipment, and required vehicle documents.
- Establish and manage preventive maintenance schedules based on mileage, time, manufacturer recommendations, and company standards.
- Schedule and track oil changes, inspections, tires, brakes, recalls, warranty work, repairs, and other required service; confirm all work is completed and documented.
- Review driver vehicle inspection reports and damage reports, prioritize defects, coordinate repairs, and remove unsafe vehicles from service until cleared.
- Track registration, license plates, insurance cards, required inspections, permits, and renewal dates; complete renewals before expiration.
- Coordinate accident and damage reporting, including incident documentation, photographs, repair estimates, insurance or claim information, repair status, and return-to-service confirmation.
- Manage relationships with repair shops, dealerships, towing providers, upfitters, leasing companies, and other fleet vendors; obtain estimates, verify invoices, and pursue warranty coverage when available.
- Monitor vehicle mileage, fuel use, idling, utilization, downtime, maintenance cost, repair history, and telematics exceptions; report trends and corrective actions to leadership.
- Support vehicle purchasing, leasing, upfitting, replacement, and disposal decisions by providing condition, cost, mileage, utilization, and lifecycle data.
- Conduct scheduled physical audits of all vans and trucks to verify location, assignment, condition, mileage, documentation, installed equipment, and maintenance status.
5. Audits, Reporting & Visibility
- Perform combined refrigerant, tool, and fleet audits on a scheduled basis, including weekly shop checks and regular field or job-site verification.
- Provide leadership with current visibility into the location, assigned user, condition, and status of every refrigerant cylinder, major tool, van, and truck.
- Generate simple monthly reports covering inventory accuracy, missing or damaged tools, fleet availability, preventive maintenance compliance, overdue service, vehicle downtime, repair costs, and upcoming document expirations.
- Immediately escalate significant compliance issues, unsafe vehicle conditions, missing assets, repeated procedure violations, or major discrepancies.
6. Training & Accountability
- Conduct initial and annual training for technicians, drivers, supervisors, and warehouse staff on refrigerant, tool, and fleet procedures.
- Train drivers on vehicle inspection requirements, maintenance and damage reporting, accident procedures, assigned-vehicle accountability, and proper care of company vehicles.
- Document completed training and follow up on noncompliance or repeated process failures.
- Promote a culture of accountability and "Best is Personal" ownership.
7. Additional Warehouse Support
- Support general warehouse organization, receiving, delivery coordination, inventory control, and safety compliance as assigned.
- Assist the Purchasing & Warehouse Manager with asset-related projects, vendor coordination, cost reviews, and process improvements.
Qualifications
- EPA Section 608 Certification, or the ability to complete required training and certification.
- Experience with fleet coordination, vehicle maintenance scheduling, asset records, or a related operational role.
- Experience with inventory tracking applications, QR-code systems, fleet software, telematics, or digital maintenance records.
- Working knowledge of vehicle registrations, insurance documents, repair workflows, preventive maintenance, and vendor coordination.
- Strong attention to detail, organization, follow-through, and recordkeeping skills.
- Valid driver license and ability to travel to job sites, repair facilities, dealerships, and other company locations using company vehicles.
- Ability to work independently, communicate clearly, and create simple, practical processes.
Success Metrics - First 120 Days
- 100% of refrigerant cylinders, company tools, vans, and trucks are entered into the approved tracking systems with accurate ownership, assignment, location, and status information.
- A complete fleet asset register is established, including VIN, plate, registration, insurance, assigned driver, mileage, maintenance status, and renewal dates for every van and truck.
- Preventive maintenance schedules are active for the entire fleet, with no overdue safety-critical service and a documented process for defects and repairs.
- All registrations, insurance cards, required inspections, and other vehicle documents are current and tracked before expiration.
- Written SOPs for refrigerant management, tool tracking, and fleet asset management are completed and approved.
- The first complete physical audit is completed with no major unresolved discrepancies.
- All affected employees are trained and actively following the check-in/check-out, vehicle inspection, maintenance reporting, and incident reporting processes.
- Leadership has real-time or regularly updated visibility into fleet availability, asset location, maintenance status, compliance risks, and key costs.
Job Type: Full-time
Pay: $65,000.00 - $80,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Ability to Relocate:
- Fenton, MI 48430: Relocate before starting work (Required)
Work Location: In person
