Fleet Coordinator

Paycom - ATS; Midland (TX); On-site; USD 2,066,000 - 2,755,000; Full time

Job summary

Ingram Professional Services, Inc is seeking a Fleet Coordinator in Midland, TX. The role supports daily fleet administration, maintenance coordination, parts management, and documentation for vehicles and equipment.

The ideal candidate will have strong organizational skills, attention to detail, and excellent communication. This is a full-time, day-shift position requiring a High School diploma or GED.

Qualifications

• High School Diploma or GED is required.
• Experience in fleet administration or related operations preferred.
• Excellent verbal and written communication, strong organizational and time-management skills.
• Proficient with fleet management, inventory systems, and MS Office.

Responsibilities

• Maintain accurate records for company vehicles and equipment, including assignments, maintenance, registrations, insurance documentation, inspections, mileage, and other required fleet information.
• Coordinate preventative maintenance, repairs, inspections, and other service needs with employees, supervisors, mechanics, and outside vendors.
• Assist with the assignment, transfer, and return of company vehicles and fleet equipment, including related equipment and accessories.
• Maintain accurate inventory of fleet parts and materials and monitor stock levels to ensure necessary items are available for maintenance and repairs.
• Identify, research, source, and order parts and materials from approved suppliers, including specialty parts requested by mechanics.
• Receive, inspect, and distribute incoming parts and materials and track orders and shipments as needed.
• Obtain quotes and required approvals for major or nonroutine purchases and work with vendors to obtain appropriate pricing and availability.
• Maintain organized fleet files, invoices, purchasing documentation, and other records, and assist with fleet reporting and reconciliation as needed.
• Communicate fleet-related needs, procedures, maintenance requirements, and concerns to employees, supervisors, mechanics, vendors, and other appropriate personnel.
• Other duties as assigned.

Skills

Organizational skills

Attention to detail

Communication skills

Microsoft Office

Fleet software

Time management

Education

High School Diploma or GED

Tools

Fleet management software

Inventory software

Microsoft Office

Job description

Job Details: Level: Entry, Job Location: Midland Office - Midland, TX, Position Type: Full-Time, Education Level: High School, Salary Range: $15.00 - $20.00Hourly, Job Shift: Day, Job Category: Automotive Maintenance/Mechanic, Job Summary:

The Fleet Coordinator is responsible for supporting the day-to-day administration, maintenance coordination, parts management, and overall organization of the company’s vehicle and equipment fleet. This position maintains accurate fleet records, coordinates vehicle maintenance and repairs, manages parts inventory and procurement, and assists with vehicle assignments, registrations, insurance documentation, and other fleet-related needs. The Fleet Coordinator works closely with employees, supervisors, mechanics, vendors, and other departments to help ensure company vehicles and equipment are properly maintained, documented, and available to support operations. The ideal candidate will have excellent organizational skills, strong attention to detail, and the ability to manage multiple fleet-related responsibilities in a fast-paced environment.

Key Responsibilities:

• Maintain accurate records for company vehicles and equipment, including assignments, maintenance, registrations, insurance documentation, inspections, mileage, and other required fleet information.
• Coordinate preventative maintenance, repairs, inspections, and other service needs with employees, supervisors, mechanics, and outside vendors.
• Assist with the assignment, transfer, and return of company vehicles and fleet equipment, including related equipment and accessories.
• Maintain accurate inventory of fleet parts and materials and monitor stock levels to ensure necessary items are available for maintenance and repairs.
• Identify, research, source, and order parts and materials from approved suppliers, including specialty parts requested by mechanics.
• Receive, inspect, and distribute incoming parts and materials and track orders and shipments as needed.
• Obtain quotes and required approvals for major or nonroutine purchases and work with vendors to obtain appropriate pricing and availability.
• Maintain organized fleet files, invoices, purchasing documentation, and other records, and assist with fleet reporting and reconciliation as needed.
• Communicate fleet-related needs, procedures, maintenance requirements, and concerns to employees, supervisors, mechanics, vendors, and other appropriate personnel.
• Other duties as assigned.

Qualifications: Qualifications and Education Requirements:

• High School Diploma or GED required.
• Previous experience in fleet administration, automotive or truck parts, vehicle maintenance coordination, warehouse operations, or a similar environment preferred.
• Excellent verbal and written communication skills.
• Strong organizational and time-management skills.
• Strong attention to detail and ability to maintain accurate records.
• Ability to manage multiple priorities and coordinate with employees, supervisors, mechanics, and vendors.
• Basic understanding of automotive parts, vehicles, and mechanical systems preferred.
• Proficient with or able to quickly learn fleet management, inventory, and company software systems.
• Proficient with Microsoft Office Suite or related software programs.

Work Environment:

This position operates in a combination of professional office, fleet yard, and mechanic shop environments.

The employee will regularly communicate with employees, supervisors, mechanics, vendors, and other personnel while performing job responsibilities.

Physical demands may include standing, walking, sitting, reaching, bending, stooping, kneeling, crouching, and manually handling parts, materials, tools, or other objects.

The employee must have the ability to lift up to 50 pounds.

This is a full-time position with working hours generally scheduled Monday through Friday. Hours may vary based on operational needs.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While executing job responsibilities, the employee may be required to engage in occasional standing, walking, sitting, manual manipulation of objects, tools, or controls, reaching, climbing stairs, and verbal communication. Additionally, the employee may occasionally need to lift or move office products and supplies weighing up to 50 pounds.

Travel:

Daily travel within a limited area is expected for this position.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Ingram Professional Services, Inc is an equal opportunity employer and is committed to providing a diverse and inclusive work environment. We offer competitive compensation and benefits packages, including health insurance, retirement plans, and opportunities for professional development and advancement.