Division Coordinator-Garage

R.H. White Construction; Auburn (MA); On-site; USD 50,000 - 70,000; Full time

Job summary

R.H. White is seeking a Division Coordinator to provide administrative and operational support for Garage and Fleet functions, ensuring regulatory compliance, accurate reporting, and efficient coordination of resources across divisions.

You will maintain contact with fleet supervisors, management, and external vendors, oversee timesheets, payroll support, IFTA and DVIR processes, and prepare monthly operational reports to drive efficiency.

Qualifications

• Minimum 2 years in administrative support, project coordination, or operations.

Responsibilities

• Promote and adhere to all Company Safety Policies, Code of Conduct, and licensing compliance requirements.
• Coordinate garage and fleet administrative processes, including timesheet management, payroll support, and scheduling.
• Monitor and report DVIR (Driver Vehicle Inspection Report) compliance, missed inspections, and vehicle idle time.
• Manage IFTA (International Fuel Tax Agreement) reporting, including weekly data entry, quarterly mileage, tax return preparation, and excise tax bills and abatements.
• Maintain fuel system records, daily readings, and complete monthly tax filings.
• Process toll billing (e.g., Mass Pike) and allocate charges accurately by division.
• Oversee asset lifecycle management: create and maintain files for new equipment, update COINS/Tenna systems, and process disposals and sales documentation.
• Handle IRP (International Registration Plan) compliance and related registrations.
• Maintain insurance renewal spreadsheets and coordinate updates.
• Compile and prepare monthly operational reports for fleet and garage activities.
• Schedule and coordinate division meetings, events, and training sessions.
• Perform additional duties as needed to support strategic initiatives and operational efficiency.

Skills

Strong organizational skills

Time-management

Multitasking

Excellent written and verbal沟通 skills

Education

Associate degree in Business Administration or related field

High school diploma or equivalent

Tools

Tenna

COINS

Microsoft Office

Job description

Position Summary

The Division Coordinator provides administrative and operational support for Garage and Fleet functions, ensuring compliance, accurate reporting, and efficient coordination of resources and maintains continual contact with fleet supervisors, management, and external vendors.

Position Summary

The Division Coordinator provides administrative and operational support for Garage and Fleet functions, ensuring compliance, accurate reporting, and efficient coordination of resources and maintains continual contact with fleet supervisors, management, and external vendors.

Essential Functions/Position Responsibilities

• Promote and adhere to all Company Safety Policies, Code of Conduct, and licensing compliance requirements.
• Coordinate garage and fleet administrative processes, including timesheet management, payroll support, and scheduling.
• Monitor and report DVIR (Driver Vehicle Inspection Report) compliance, missed inspections, and vehicle idle time.
• Manage IFTA (International Fuel Tax Agreement) reporting, including weekly data entry, quarterly mileage, tax return preparation, and excise tax bills and abatements.
• Maintain fuel system records, daily readings, and complete monthly tax filings.
• Process toll billing (e.g., Mass Pike) and allocate charges accurately by division.
• Oversee asset lifecycle management: create and maintain files for new equipment, update COINS/Tenna systems, and process disposals and sales documentation.
• Handle IRP (International Registration Plan) compliance and related registrations.
• Maintain insurance renewal spreadsheets and coordinate updates.
• Compile and prepare monthly operational reports for fleet and garage activities.
• Schedule and coordinate division meetings, events, and training sessions.
• Perform additional duties as needed to support strategic initiatives and operational efficiency.

Hiring Requirements

• High school diploma or equivalent required; Associate degree in Business Administration or related field preferred.
• Minimum 2 years of experience in administrative support, project coordination, or operations; previous Fleet Coordination and/or Department of Transportation (DOT) regulations experience a plus.
• Strong organizational, time-management, and multitasking abilities with attention to detail.
• Analytical mindset with ability to follow structured processes and ensure accuracy.
• Excellent written and verbal communication skills for interacting with team members, vendors, and clients.
• Professional demeanor with ability to maintain confidentiality and adapt to fast-paced environments.
• Proficiency in Microsoft Office and familiarity with fleet and construction management technology platforms (e.g., Tenna, COINS).
• Employment is conditional upon successfully passing a pre-employment drug screening, consistent with applicable laws.

At R.H. White, our day-to-day work is construction and we do it well. Our core purpose, however, is to create well-being for our people, our customers, and our communities. We've been doing it for 100 years and we are always looking for team members that want to be part of something special.

We could list a variety of construction things we do, the projects that we win, and the accolades we have received, but we would rather tell you about our culture. For instance, our employees selected three charities to dedicate our 100th-anniversary fundraising efforts and we presented each organization - Easterseals, Alzheimer's Association, and The Greg Hill Foundation - with $100,000 checks following nine months of fundraising. Now, that is living our core purpose!

Additionally, our team members regularly volunteer with organizations that help to fight food insecurity, revitalize homes and neighborhoods, raise money for cancer and other diseases, and participate in charitable missions that are important to them and their families.

We don't only build things; we build careers. That's why our Employee Development Department manages our Construction Management Trainee (CMT) and our Foreman Development Programs. Our Leonard H. White Training Center is regularly abuzz with craft skills training and leadership learning activities as well. Yes, we have tuition reimbursement too. It's been an amazing 100 years - just ask our people!

R.H. White Company is an Equal Employment Opportunity Employer, we encourage all qualified applicants from all backgrounds to apply.