Fleet Administration Coordinator

Oakland County Moms LLC; Grand Rapids (MI); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Bonus opportunities

Medical insurance

Dental insurance

Vision insurance

Life insurance

Disability coverage

401(k) with match

No Sunday hours

Stable company

Job summary

Etna Supply, Grand Rapids, MI, is seeking a Fleet Administrative Coordinator to support Inter-Commerce Express (ICE). You will provide administrative support, help coordinate fleet activities, maintain records, and facilitate communication between drivers, HR, and internal teams.

This fast-paced role offers opportunities to manage DOT and regulatory documentation, assist with billing, and contribute to process improvements.

Qualifications

• High school diploma or equivalent required; associate or bachelor's degree is a plus.
• Minimum 3 years of administrative experience.
• Experience with fleet coordination or familiarity with DOT requirements is a plus.
• Valid driver’s license and ability to pass a substance screening.

Responsibilities

• Provide positive customer experience through professional communication, timely responses, and dependable follow-up.
• Answer department calls and assist with billing and quoting.
• Administer the fuel card program and coordinate internal use of fleet vehicles.
• Maintain records for vehicle inspections, maintenance, licensing, insurance, and DOT/OSHA/FMCSA requirements.
• Assist with vehicle claims, incident documentation, and follow-up.
• Help develop and maintain SOPs and fleet policies.
• Coordinate with ICE drivers and HR to support time-off tracking and related communication.
• Provide general office support, including supplies, scanning, filing, data entry, and correspondence.
• Assist with reports, special projects, and other department needs.

Skills

Organizational skills

Communication skills

Microsoft Office

Prioritization

Team collaboration

Fleet management

Education

High school diploma

Associate degree

Bachelor's degree

Tools

Fleet management software

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Grand Rapids, MI, US

Etna Supply is seeking an organized, detail-oriented Fleet Administrative Coordinator will support Inter-Commerce Express (ICE), part of the Etna Supply family of businesses. In this role, you’ll provide administrative support and assist with fleet coordination, maintain accurate records, respond to department needs, and coordinate communication between drivers, HR, and internal teams.

This opportunity is ideal for someone who enjoys a fast-paced work environment, takes pride in following through, and brings a helpful, dependable approach to supporting the team.

Who are we:

For more than 60 years, Etna Supply and its growing family of businesses have built a reputation for dependable service and strong partnerships. Etna Supply and its subsidiaries bring together wholesale distribution and transportation expertise to serve customers across a variety of industries. Established in 1993 and headquartered in Grand Rapids, Michigan, Inter-Commerce Express (ICE) provides trucking and transportation services across 48 states. Together, we’re committed to teamwork, continuous improvement, and treating people with fairness, integrity, and respect.

What We Offer:

• Competitive compensation, including bonus opportunities.
• Medical, dental, vision, and life insurance.
• Short-term and long-term disability coverage.
• 401(k) retirement plan with company match.
• Work-life balance with rare evenings or Saturdays and no Sunday hours.
• The stability of an established company with more than 60 years of growth and success.
• A fast-paced work environment with varied responsibilities and minimal travel.

Key Responsibilities:

• Provide positive customer experience through professional communication, timely responses, and dependable follow-up.
• Answer department calls and assist with billing and quoting.
• Administer the company fuel card program and coordinate internal use of fleet vehicles.
• Maintain accurate records for vehicle inspections, maintenance, licensing, insurance, and applicable DOT, OSHA, and FMCSA requirements.
• Assist with vehicle claims, incident documentation, and follow-up.
• Help develop and maintain standard operating procedures and fleet policies.
• Coordinate with ICE drivers and HR to support time-off tracking and related communication.
• Provide general office support, including ordering supplies, scanning, filing, data entry, and preparing correspondence.
• Assist with reports, special projects, and other departmental needs.

Knowledge, Skills, and Abilities:

• Strong organizational skills, attention to detail, and commitment to accuracy.
• Ability to manage competing priorities and follow through on tasks in a fast-paced office.
• Clear, professional communication and strong customer service skills.
• Proficiency with Microsoft Office and standard office equipment.
• Ability to work collaboratively with drivers, internal departments, and other business partners.
• Familiarity with fleet management systems is a plus.

Education and Experience:

• High school diploma or equivalent required; associate or bachelor’s degree is a plus.
• 3+ of administrative experience preferred.
• Experience with fleet coordination or familiarity with Department of Transportation (DOT) requirements is a plus.
• Valid driver’s license and ability to pass a substance screening required.

Etna Supply is an Equal Employment Opportunity Employer.