Fleet Coordinator

Daikin-Applied; Elmhurst (IL); On-site; USD 58,000 - 65,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) with profit sharing

Paid time off

Paid holidays

Short-term disability

Life insurance

Job summary

Thermosystems in Elmhurst, IL is seeking a Fleet Coordinator to administer our company fleet program, maintain vehicle records, and coordinate acquisition, deployment, and readiness for field staff.

You will monitor fleet requirements, serve as the primary contact for fleet needs and expenses, and manage maintenance, repairs, and incident responses, including insurance claims and drug testing where applicable. This role offers growth in a stable, benefits-rich environment.

Qualifications

• 3+ years of experience in fleet coordination or related role.
• Knowledge of vehicle registration, licensing, and maintenance scheduling.
• Experience with insurance claims and fleet records.

Responsibilities

• Administer the company fleet program and maintain vehicle records.
• Coordinate vehicle acquisition, deployment, and readiness.
• Monitor fleet requirements and communicate with drivers.
• Serve as primary point of contact for fleet needs and expenses.
• Coordinate fleet incident response, including insurance claims.
• Manage vehicle maintenance, upfits, and spare vehicle logistics.
• Oversee fleet support and tracking of spare inventory.

Skills

Fleet coordination

Logistics management

Administrative experience

Organizational skills

Communication skills

Education

Business degree

Logistics degree

Transportation degree

Job description

About Thermosystems:Founded in 2000, Thermosystems, a member of the Daikin group, is a manufacturer’s representative specializing in commercial heating, ventilation, and air conditioning (HVAC) products and controls. Our mission is to be the trusted partner behind complete HVAC solutions, bringing the expertise and guidance our customers deserve—because better buildings start with better partners.Headquartered in Elmhurst, Illinois, we operate offices in Elmhurst, Romeoville, Peoria, Chicago, the Quad Cities, and Des Moines. Our organization includes dedicated equipment, solutions, and service sales teams, along with a comprehensive parts and full-service department to support the products we represent.We offer a comprehensive benefits package that includes medical, dental, and vision insurance; short-term disability and life insurance; paid time off and paid holidays; and a 401(k) with profit sharing, among other benefits. At Thermosystems, you will be encouraged to grow, apply what you know, and see the impact of your hard work.If you want to learn more about Thermosystems, visit us at www.thermohvac.com today!Location: Elmhurst, IL and some travel to our Romeoville, IL locationResponsibilities:Administer the company fleet program, including maintaining vehicle records, fleet databases, vehicle files/keys, IPASS accounts, license plate renewals, and emission testing compliance.Coordinate vehicle acquisition, deployment, and readiness, which can include processing new vehicle purchases, manage spare vehicles, and ensuring vehicles are properly equipped and ready for new hires.Monitor and communicate fleet requirements to drivers, providing timely notifications regarding vehicle registration, emissions testing, and other fleet related compliance obligations.Serve as the primary point of contact for fleet related needs, providing technical support, coordinating repairs and maintenance, managing fleet-related tickets and expenses, and responding to urgent or after-hour vehicle issues.Coordinate fleet incident response and claims management, including vehicles accidents, break-ins, property damage, insurance claims, drug testing requirements, repair scheduling, vendor coordination and collection of supporting documentation such as invoices and receipts.Manage vehicle maintenance and operations readiness, including scheduling preventative corrective maintenance, tire and windshield repairs, vehicle upfitting, towing services, spare vehicle logistics, and ensuring uninterrupted fleet availability for field personnel.Oversee fleet support and follow up activities, such as tracking spare vehicle inventory, approving fleet-related expenditures, communicating with technicians and vendors, monitoring repair status, and coordinating vehicle returns and replacements to minimize operational disturbance.All other duties assigned.Qualifications:Associate or bachelor’s degree in business, logistics, transportation, or a related field is preferred.A minimum of 3 years of experience in fleet coordination, transportation, facilities, operations, or related administrative role.Strong working knowledge of vehicle registration, licensing, maintenance scheduling, insurance claims, and fleet record keeping.Strong organizational skills with the ability to manage multiple priorities and respond to urgent vehicle related issues.The typical salary for this position ranges from $57,500 - $65,000 in Illinois. The range displayed represents the pay range for all positions in the job grade in which this position falls. Individual base pay will depend on a wide range of factors including your skills, qualifications, experience, and location.If you're looking for an engaging career with growth opportunities in a supportive environment, you'll love a career at Thermosystems!Employment is contingent upon successful completion of pre-employment requirements, including verification of employment history, education, background screening, and drug testing where permitted by law. Safety-sensitive positions may require cannabis (marijuana) testing. All testing and employment decisions will comply with applicable federal, state, and local laws.