Fleet Coordinator

ATOMS Careers page; Dallas (TX); On-site; USD 45,000 - 75,000; Full time

Job summary

Atoms in Dallas is seeking a Fleet Coordinator to keep our EV fleet road-ready, registered, and compliant. You’ll own every vehicle’s movement, registrations, insurance documentation, and violation management from arrival to retirement, coordinating with depot leads, market managers, and the Risk and Insurance team.

You will work with dealerships, body shops, and transport vendors to cut downtime, maintain accurate fleet records, and ensure timely renewals across states for hundreds of vehicles.

Qualifications

• 2+ years in fleet coordination or related roles.
• Experience with registrations, DMV processes, and violations handling.
• Knowledge of insurance documentation and vehicle damage claims.
• Comfort with fleet management software and spreadsheets; Fleetio is a plus.
• Organized enough to track hundreds of vehicles, deadlines and open items.
• Clear communicator who can push vendors on timelines.
• Valid driver’s license and clean driving record.
• HS diploma required; college/trade school a plus.
• EV fleet experience is a plus.

Responsibilities

• Schedule and track every vehicle move across depots, dealers, body shops, upfitters and auctions.
• Coordinate tow/transport vendors; confirm pickup, delivery and condition at handoffs.
• Maintain accurate fleet location/status in the system.
• Onboard new vehicles, coordinate installs, branding and readiness; decommission vehicles and close records.
• Own registration renewals, inspections, temporary tags, plate issues across states.
• Manage insurance proof and claims workflow; support open claims through repair and service.
• Track violations and match to drivers and shifts; manage toll accounts and resolutions.
• Maintain fleet records and generate status reports to leadership.

Skills

Fleet coordination

Fleet administration

Dealership service advising

Rental fleet operations

Rideshare fleet operations

Registrations

DMV processes

Toll/parking violations

Insurance documentation

Claims process

Fleet management software

Spreadsheets

Fleetio

Organization

Vendor management

Driver licensing

Education (HS diploma)

EV fleet experience

Job description

Atoms is building the machines that power the next era of progress.

Over the last decade, software has transformed the digital world. But the physical world, where food is made, minerals are mined, goods are moved, and industries are run, remains far less intelligent, far less efficient, and far more constrained. We’re changing that.

Atoms builds Physical AI— real-world robots for the industries that move civilization forward, starting with food, mining, and transport. Our systems are designed to understand, predict, and control the real world with precision, turning complex physical operations into something more reliable, more scalable, and more productive.

This work requires more than robotics. It requires deep integration across hardware, software, AI, operations, manufacturing, and real estate. We don’t just build machines in a lab. We deploy them into real environments, operate them, learn from them, and improve them until they work at scale.

We are roboticists, engineers, operators, and builders. We believe the next great technology companies will not only transform information, but the physical systems that shape everyday life.

If you want to work on hard problems with real-world impact, join us.

About the role

The Fleet Coordinator keeps Atoms's vehicles road-ready, legal, and accounted for. You own every vehicle's movement, registration, insurance documentation, and violation from the day it joins the fleet to the day it leaves.

We hire W-2 employee drivers and run a branded EV fleet out of company depots. You will work with depot leads, market managers, the Risk and Insurance team, dealerships, body shops, and transport vendors to cut downtime and keep every unit compliant.

What you’ll do

Fleet movements

• Schedule and track every vehicle move: depot to dealer, body shop, upfitter, auction, or another market.
• Book and manage tow and transport vendors; confirm pickup, delivery, and condition at each handoff.
• Keep vehicle location and status current in the fleet system so no car sits unaccounted for.

Onboarding and offboarding

• Receive new vehicles, coordinate tech installs, branding, and supplies, and get them road-ready on schedule.
• Decommission vehicles: return or sale logistics, plate surrender, telematics removal, and record closeout.

Registrations, titles, and plates

• Own registration renewals, inspections, temporary tags, and plate issues across every state Atoms operates in.
• Maintain a renewal calendar so no vehicle is driven on expired registration.
• Handle title, lien, and DMV paperwork for new, transferred, and retired units.

Insurance and claims support

• Keep proof of insurance current in every vehicle and in the fleet record.
• Report vehicle damage promptly and gather photos, police reports, repair estimates, and driver statements for the claims team.
• Track vehicles tied to open claims through repair and back to service.
• Support subrogation by supplying vehicle, repair, and cost documentation.

Violations and citations

• Intake every parking ticket, toll violation, red-light and speed-camera notice, and moving citation tied to a fleet plate.
• Match each violation to the driver and shift on the vehicle at the time, using dispatch and telematics data.
• Transfer liability to the responsible driver where allowed, or pay or contest by the deadline to avoid late fees, holds, and towing.
• Manage toll transponders and accounts by vehicle; reconcile monthly toll charges.
• Report violation trends by driver, depot, and type to operations and risk so repeat issues get coached.
• Clear any violation holds that block registration renewals.

Records and reporting

• Keep vehicle status, maintenance history, documents, and costs accurate in the fleet management system.
• Send daily and weekly fleet status updates to operations leadership: active, out of service, in shop, body shop, and service center counts.
• Track inventory of fleet supplies such as tires, keys, phones, and cleaning supplies.
• Recommend process fixes based on downtime, cost, and violation data.

What we’re looking for

• 2+ years in fleet coordination, fleet administration, dealership service advising, or rental or rideshare fleet operations.
• Hands-on experience with registrations, DMV processes, and toll or parking violation handling.
• Working knowledge of insurance documentation and the claims process for vehicle damage.
• Comfort in fleet management software and spreadsheets; Fleetio experience is a plus.
• Organized enough to track hundreds of vehicles, deadlines, and open items at once.
• Clear, direct communicator who can push vendors on timelines.
• Valid driver's license and a clean driving record.
• High school diploma required; college or trade school is a plus.
• EV fleet experience is a plus.

At Atoms, you’ll work on one of the defining challenges of our time—bringing automation into the physical world to drive real, lasting impact. We exist to uncover valuable unknown truths and turn them into progress, which means constantly pushing beyond what’s known and building what doesn’t yet exist. The work is ambitious and often challenging, but it’s grounded in a shared sense of purpose and a team committed to seeing it through together. Our work only matters if it serves others, and we know that meaningful progress depends on the trust of the people we serve and the strength of our team—so we invest in both, creating an environment where you can do your best work and grow.

What else you need to know

This role is based in our Dallasoffice. Atoms is a company driven by invention and continuous change - we are constantly re