Fleet and Facilities Coordinator

Townsendtotalenergy; Danvers (MA); On-site; USD 70,000 - 79,000; Full time

Benefits offered by this job

Medical Insurance with company_contrib

Vision and Dental Insurance

Basic Life and AD&D Insurance

Long-Term Disability

401k with company match

Vacation and sick leave

Job summary

Townsend Energy in Danvers, MA is seeking a Fleet & Facilities Coordinator to provide administrative, coordination, and documentation support for our fleet, facilities, telematics, licensing, permitting, fuel cards, vendor, and compliance processes.

You will maintain records in Samsara, Foley, Embark, and other systems; manage onboarding/offboarding; track fuel cards and vehicle files; coordinate registrations, insurance, and inspections; work with mechanics and IT; and ensure accurate, timely

Qualifications

• Prior experience supporting fleet, facilities, construction, energy, fuel, HVAC, maintenance, safety, compliance, or multi-site operations.

Responsibilities

• Add, update, and deactivate drivers, vehicles, equipment, locations, users, and other records in Samsara, Foley, Embark, fuel card systems, maintenance systems, spreadsheets, and other assigned platforms.
• Maintains accurate driver, vehicle, equipment, location, department, and user profile information in assigned fleet and facility systems.
• Coordinates fleet-related onboarding and offboarding steps for drivers, vehicles, equipment, and assigned company assets.
• Maintains a current fuel card inventory showing card status, assigned driver, assigned vehicle, department, location, issue date, cancellation date, replacement history, and other assigned control information.
• Maintains vehicle files and a master fleet list that includes vehicle number, VIN, plate, registration expiration, inspection expiration, department, location, assigned driver where applicable, fuel card, telematics device, insurance status, and vehicle status.
• Coordinates vehicle registration renewals, plate transfers, updated insurance cards, inspection documentation, permit records, and related paperwork as directed.
• Coordinates with Mechanics, the Fleet Supervisor, Safety/Risk, IT, telematics vendors, and other personnel to support installation, troubleshooting, replacement, and documentation of telematics equipment
• Routes vendor invoices, cost questions, contract questions, insurance concerns, or scope concerns to the appropriate manager or Finance for review and approval.
• Working with Vendors, and department managers

Skills

Fleet management

Document management

Multi-site operations

Communication

Microsoft Office

Education

Associate degree

Administrative certification

Fleet administration experience

Facilities administration experience

Tools

Samsara

Foley

Embark

Fuel card systems

Maintenance tracking systems

HRIS platforms

Spreadsheets/Excel

Job description

Townsend Energy | Danvers, MA

Since 1931, Townsend Energy has been a trusted provider of energy solutions and HVAC services for homeowners and light commercial customers. Customer satisfaction remains the foundation of our success, and we take pride in delivering reliable service and support to every client.

Fleet and Facilities Coordinator

Pay: $34.00 - $38.00 per hour, depending on experience

Work Hours: Monday through Friday - Full Time

Job Summary:

The Fleet & Facilities Coordinator provides administrative, coordination, and documentation support for Townsend Energy's fleet, facilities, telematics, licensing, permitting, fuel card, vendor, and compliance-related processes. This position helps ensure that company vehicles, drivers, facilities, permits, licenses, inspections, fuel cards, telematics devices, vendor records, and related documentation are accurately maintained.

Administrative coordination and document support tasks to support fleet and facilities leadership by owning routine coordination, tracking, reminders, documentation, and follow-up processes.

Benefits Package:

• Medical Insurance with company contribution for individuals and family; FSA and HSA options
• Vision and Dental Insurance
• Basic Life and AD&D Insurance
• Long-Term Disability
• 401k with company match
• 80 hours of vacation; accrued
• 40 hours of sick leave
• 9 Paid Holidays, including floating holidays
• Employee Assistance Program
• Other supplemental insurance options available

What You'll Be Doing:

• Add, update, and deactivate drivers, vehicles, equipment, locations, users, and other records in Samsara, Foley, Embark, fuel card systems, maintenance systems, spreadsheets, and other assigned platforms.
• Maintains accurate driver, vehicle, equipment, location, department, and user profile information in assigned fleet and facility systems.
• Coordinates fleet-related onboarding and offboarding steps for drivers, vehicles, equipment, and assigned company assets.
• Maintains a current fuel card inventory showing card status, assigned driver, assigned vehicle, department, location, issue date, cancellation date, replacement history, and other assigned control information.
• Maintains vehicle files and a master fleet list that includes vehicle number, VIN, plate, registration expiration, inspection expiration, department, location, assigned driver where applicable, fuel card, telematics device, insurance status, and vehicle status.
• Coordinates vehicle registration renewals, plate transfers, updated insurance cards, inspection documentation, permit records, and related paperwork as directed.
• Coordinates with Mechanics, the Fleet Supervisor, Safety/Risk, IT, telematics vendors, and other personnel to support installation, troubleshooting, replacement, and documentation of telematics equipment
• Routes vendor invoices, cost questions, contract questions, insurance concerns, or scope concerns to the appropriate manager or Finance for review and approval.
• Working with Vendors, and department managers

What It Takes:

• Prior experience supporting fleet, facilities, construction, energy, fuel, propane, HVAC, maintenance, safety, compliance, or multi-site operations
• Associate degree, administrative certification, fleet administration experience, facilities administration experience, business administration experience, or equivalent experience desired
• Experience with fleet management systems, telematics systems, fuel card systems, compliance platforms, maintenance tracking systems, HRIS platforms, or similar business systems technology
• Strong organizational skills and ability to manage multiple deadlines, records, platforms, renewals, requests, vendors, and follow-up items
• Ability to maintain accurate records, track details, identify inconsistencies, and follow items through to completion
• Ability to communicate professionally with employees, drivers, supervisors, managers, vendors, agencies, and internal departments
• Microsoft Office, Outlook, Excel, Teams, SharePoint, PDF tools, and web-based platform experience
• Ability to occasionally lift, carry, push, or pull documents, boxes, supplies, files, or equipment weighing up to 25 pounds.
• Valid driver's license preferred if travel to company locations, vendors, or agency offices is required
• Must demonstrate professionalism, discretion, dependability, attention to detail, accountability, and commitment to safe and compliant operations

Candidates will be required to pass a background check and drug test upon being given a conditional offer of employment.