Fleet Coordinator

Gallagher Asphalt Corp.; Thornton Township (IL); On-site; USD 50,000 - 70,000; Full time

Job summary

Gallagher Asphalt Corp. seeks a tech-savvy Fleet Coordinator to manage equipment, maintenance, and inventory. You will learn our CMMS, train colleagues, and build reliable reports that support operations decisions.

You will develop dashboards tracking utilization, breakdowns, downtime, and costs, identify data gaps, and automate tasks. A high school diploma and driver’s license are required. Collaboration with Operations and IT is essential.

Qualifications

• High school diploma required.
• Driver's license required.
• Experience in fleet administration or operational reporting preferred.
• Strong Excel and reporting skills required.
• Ability to learn unfamiliar software independently.

Responsibilities

• Learn Gallagher’s systems and help others use them well.
• Serve as the CMMS admin—troubleshoot, standardize practices, train employees.

Skills

Excel & reporting

Technology curiosity

Teaching / training

Problem solving

Organization

Teamwork

Education

High school diploma

Tools

CMMS

Barcoding systems

Job description

Love learning new software, figuring out what it can do, and helping other people get the most out of it? Put that curiosity to work at Gallagher Asphalt!

We’re looking for a tech-savvy Fleet Coordinator who enjoys digging into systems, making sense of data, and finding better ways to get work done. Someone who sees a repetitive spreadsheet task and starts thinking about automation. Someone who can spot a reporting gap, investigate the cause, and turn the findings into something useful for the team.

In this role, you’ll become the go-to resource for our equipment-management technology. You’ll help employees use systems confidently, build reports that support operational decisions, and improve how we track our fleet, maintenance, inventory, and equipment performance.

What you’ll do

Learn our systems and help others use them well.

Become the primary administrative expert for our Computerized Maintenance Management System (CMMS). Explore its capabilities, troubleshoot issues, establish consistent practices, and teach employees how to use it effectively.

Develop reports and dashboards that help our Equipment and Operations teams understand utilization, maintenance, breakdowns, downtime, and costs. Investigate discrepancies, improve data accuracy, and help replace manual spreadsheets with reliable system-generated reporting.

Find better ways to work.

Look for duplicate entry, disconnected information, and unnecessary manual steps. Partner with Operations, IT, and software vendors to test improvements, introduce practical automation, and measure whether changes actually improve results.

Keep equipment and inventory information connected.

Maintain accurate equipment records, work orders, maintenance schedules, and service history. Support parts inventory and barcoding systems, and validate information moving between platforms.

Keep fleet administration on track.

Coordinate vehicle registrations, plates, renewals, emissions testing, and required documentation. Maintain deadlines and records, administer I-PASS vehicles and transponders, and follow discrepancies through resolution.

The role’s primary focus: approximately 60% equipment systems and reporting, 30% systems integration and process improvement, and 10% fleet licensing and regulatory administration.

What will help you succeed

• Technology curiosity: You enjoy learning unfamiliar software independently and exploring how its features can solve real problems.
• Strong Excel and reporting skills: You’re comfortable organizing data, checking accuracy, and presenting information clearly.
• A knack for teaching: You can explain a process, write useful instructions, and help someone feel confident using a system.
• A problem-solving mindset: You ask questions, investigate inconsistencies, and follow through until an issue is resolved.
• Organization and accuracy: You can manage detailed records and multiple deadlines with limited supervision.
• Adaptability and teamwork: You welcome changing technology and work effectively with employees, operational leaders, IT, and vendors.

A high school diploma and driver’s license are required. Experience with fleet administration, equipment records, maintenance systems, or operational reporting is preferred. Construction or transportation experience is helpful.

Why this role matters

Your work will help our teams see what’s happening with our equipment, use better information to make decisions, and spend less time managing disconnected records. You’ll report to the Equipment Manager and work across departments, with opportunities to contribute ideas and see the results of the improvements you help implement.

If you love learning systems, sharing what you know, and using data to make an impact, we’d like to hear from you!