Fleet Coordinator

Useapc; Northern (KY); Hybrid; USD 40,000 - 50,000; Full time

Job summary

Atlantic Power Constructors is seeking a Fleet Coordinator to support the day-to-day operations of our fleet department in Manchester, ME. You will help manage vehicle and equipment maintenance, regulatory compliance, and documentation while working with the Director of Fleet, Fleet Maintenance Foreman, and technicians to ensure efficient operations.

You will track inspections, coordinate repairs, manage fuel card and asset records, and prepare fleet reports.

Qualifications

• 2+ years of experience in fleet coordination, fleet administration, equipment management, or a related role preferred.
• Proficiency with Microsoft Office and fleet management systems.
• Strong organizational, communication, and multitasking skills.

Responsibilities

• Review and monitor daily driver inspection reports for all commercial vehicles and equipment.
• Track and ensure timely completion of required inspections (DOT, state, dielectric, boom).
• Coordinate repairs for vehicles or equipment that fail inspections, working with Fleet leadership and field teams.
• Maintain compliance with federal, state, and company fleet requirements.
• Coordinate preventative maintenance schedules and repair timelines.
• Track vehicle and equipment availability to support operational needs.
• Assist with fleet assignments, transfers, and retirements.
• Manage fuel card assignments and monitor usage.
• Maintain asset records and documentation in fleet systems.
• Prepare fleet reports and dashboards; support budgeting and cost control.

Skills

Fleet coordination

Microsoft Office

Fleet management systems

Education

High School Diploma or equivalent

Tools

Microsoft Excel

Fleet management software

Job description

• Reports To: Director of Fleet Management
• FLSA Status: Non-Exempt
• Salary Range: $28.85/hr to $36.00/hr
• Number of Openings: 1
• Location(s): Manchester, Maine

POSITION SUMMARY: The Fleet Coordinator is responsible for supporting the day-to-day operations of the fleet department, ensuring the efficient management, compliance, and maintenance of all company vehicles and equipment. This role works closely with the Director of Fleet, Fleet Maintenance Foreman, and technicians to coordinate inspections, repairs, documentation, and vendor services. The Fleet Coordinator plays a key role in maintaining accurate records, ensuring regulatory compliance, managing fleet-related expenses, and supporting overall operational efficiency across the organization’s fleet.

RESPONSIBILITIES

Fleet Operations & Compliance

• Review and monitor daily driver inspection reports for all commercial vehicles and equipment.
• Track and ensure timely completion of required inspections, including DOT, state, dielectric, and boom inspections.
• Coordinate repairs for vehicles or equipment that fail inspections, working closely with Fleet leadership and field teams.
• Maintain compliance with all federal, state, and company fleet requirements.

Fleet Coordination & Scheduling

• Coordinate preventative maintenance schedules and repair timelines.
• Track vehicle and equipment availability to support operational needs.
• Assist with fleet assignments, transfers, and retirements.

Fuel Card & Asset Management

• Manage fuel card assignments, updates, and deactivations.
• Monitor usage and assist in identifying discrepancies or misuse.
• Maintain accurate asset records for all vehicles and equipment.

Documentation & Recordkeeping

• Maintain organized and up-to-date records including titles, registrations, inspections, maintenance logs, and warranties.
• Track purchased and rented equipment, including associated costs and utilization.
• Ensure all fleet data is accurate within fleet management systems.

Purchasing & Expense Tracking

• Assist in creating and processing purchase orders for vehicles, equipment, parts, and services.
• Track and reconcile fleet-related expenses to support budgeting and cost control.
• Support invoice review and approval processes.
• Communicate with vendors to schedule services, resolve issues, and ensure timely delivery of work.
• Support management of vendor performance and adherence to contract terms.
• Maintain strong working relationships with service providers and suppliers.

Reporting & Administrative Support

• Prepare and maintain fleet reports, dashboards, and tracking logs.
• Provide administrative support including data entry, filing, and documentation management.
• Support continuous improvement initiatives within fleet operations.

SKILLS / REQUIREMENTS

• High School Diploma or equivalent required.
• 2+ years of experience in fleet coordination, fleet administration, equipment management, or a related role preferred.
• Experience supporting vehicle maintenance or construction/utility fleet operations strongly preferred.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and fleet management systems.
• Strong organizational, problem-solving, and multitasking skills.
• Excellent communication skills with the ability to work cross-functionally with field teams, mechanics, and leadership.
• Ability to work in both office and shop/garage environments.

WORK ENVIRONMENT

This position operates in a combination of office and field/shop environments and may require occasional exposure to outdoor conditions, noise, and heavy equipment.

• Ability to sit, stand, and walk for extended periods throughout the workday.
• Ability to use hands and fingers to operate a computer, keyboard, and standard office equipment.
• Ability to occasionally lift and/or move items up to 25 pounds.
• Ability to bend, stoop, kneel, and reach as needed to access equipment or files.
• Ability to work in a garage or yard environment with exposure to noise, fumes, moving equipment, and varying weather conditions.
• Ability to visually inspect vehicles, equipment, and documentation for accuracy and compliance.

EQUAL OPPORTUNITY EMPLOYER

Atlantic Power Constructors is an Equal Opportunity Employer and does not discriminate based on any legally protected status. We value diversity and are committed to creating an inclusive workplace for all employees.