Fleet Coordinator

Master's Transportation; Kansas City (MO); On-site; USD 42,000 - 54,000; Full time

Job summary

Master’s Transportation seeks a Fleet Coordinator in Kansas City to support fleet operations, ensure vehicle readiness, and manage documentation for billing and internal communication. This role focuses on tracking unit availability, maintenance status, and coordinating with branch staff and service providers.

The ideal candidate will maintain accurate fleet records, assist with on-site tasks when needed, and foster strong relationships with customers and vendors to help ensure timely invoicing

Qualifications

• High school diploma or equivalent.
• Valid Driver’s license with clean driving record.
• Prior experience with fleet coordination or management.

Responsibilities

• Review and authorize repairs with vendors.
• Develop and implement procedures to ensure the efficient operation and utilization of the fleet.
• Track fleet maintenance completion in accordance with intervals of maintenance for all rental units.
• Must be able to develop and maintain relationships with customers and vendors.
• Preparing necessary paperwork and delivering it to accounting to ensure timely invoicing.
• Ensure customers are rebilled for excessive mileage, fuel fees, cleaning fees, damages, and delivery fees.
• Maintain fleet readiness by communicating daily with external and internal service providers.
• Frequent review and update of the tracking spreadsheet, sell over list, and detailed unit calendar.
• Attending company meetings as required.
• Contribute to team effort by accomplishing related results as needed.
• All other duties as assigned.

Skills

Teamwork

Communication

Product Expertise

Problem-Solving

Customer Service

Education

High school degree or equivalent

Job description

Job Summary

The Fleet Coordinator plays a key role in supporting the efficient operation, readiness, and utilization of the rental fleet, including shuttle buses and vans. This position is responsible for coordinating multiple parts of the fleet management process, including tracking unit availability, monitoring maintenance status, supporting customer check‑ins and check‑outs, maintaining accurate fleet records, and preparing required documentation to support timely billing and internal communication. The Fleet Coordinator works closely with the Branch Manager, internal rental team members, service providers, vendors, and customers to help ensure vehicles are clean, properly documented, available when needed, and prepared for rental use. This role also provides occasional hands‑on support to the rental department, which may include moving vehicles, assisting with vehicle staging, and performing minor cleaning or readiness tasks as needed.

Essential Functions

• Review and authorize repairs with vendors.
• Develop and implement procedures to ensure the efficient operation and utilization of the fleet.
• Track fleet maintenance completion in accordance with intervals of maintenance for all rental units.
• Must be able to develop and maintain relationships with customers and vendors.
• Preparing necessary paperwork and delivering it to accounting to ensure timely invoicing.
• Ensure customers are rebilled for excessive mileage, fuel fees, cleaning fees, damages, and delivery fees.
• Maintain fleet readiness by communicating daily with external and internal service providers.
• Frequent review and update of the tracking spreadsheet, sell over list, and detailed unit calendar.
• Attending company meetings as required.
• Contribute to team effort by accomplishing related results as needed.
• All other duties as assigned.
• Teamwork
• Communication
• Product Expertise
• Problem‑Solving
• Customer Service

Supervisory Responsibilities

None

Retail rental desk, parking lots, service department, detailing bays, and other company work areas. Work may take place outside during inclement weather, as necessary.

Physical Demands

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; talk or hear. The employee must occasionally lift or move office products and supplies, up to 20 pounds.

Required Education/Experience/Certifications

• High school degree or equivalent
• Valid Driver’s license with clean driving record

Preferred Education/Experience/Certifications

• Prior experience with Fleet coordination or management.

Travel Requirements

None

Other Duties

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

AAP/EEO Statement

Master’s Transportation is committed to the principles of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is our intent to maintain a work environment that is free of harassment, discrimination, or retaliation because of age, race, color, national origin, ancestry, religion, sex, pregnancy (including childbirth, lactation, and related medical conditions), physical or mental disability, genetic information (including testing and characteristics), veteran status, uniformed service member status, or any other status protected by federal, state, or local laws. Master's Transportation is dedicated to the fulfillment of this policy regarding all aspects of employment, including but not limited to recruiting, hiring, placement, transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.