Fleet Coordinator

Thermosystems, LLC; United States; On-site; USD 58,000 - 65,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

Short-term disability and life保险

Paid time off and paid holidays

401(k) with profit sharing

Job summary

Thermosystems, LLC in Elmhurst, IL is seeking a Fleet Coordinator to administer the company’s fleet program and support field personnel. You will maintain vehicle records, coordinate acquisitions, manage registrations, emissions testing, licenses, and insurance claims, and act as the primary point of contact for fleet-related needs.

Reporting to operations, the role requires 3+ years in fleet coordination or related admin work, and a degree in business or logistics.

Qualifications

• Minimum 3 years in fleet coordination, transportation, facilities, operations or related administrative role.
• Strong knowledge of vehicle registration, licensing, maintenance scheduling, insurance claims, and fleet record keeping.
• Excellent organizational skills with ability to manage multiple priorities and respond to urgent vehicle issues.

Responsibilities

• Administer the company fleet program, maintaining vehicle records, fleet databases, and emission testing compliance.
• Coordinate vehicle acquisition, deployment, and readiness for new hires.
• Monitor fleet requirements and communicate with drivers about registrations and related obligations.
• Serve as primary contact for fleet needs, coordinating repairs, tickets, and expenses.
• Coordinate fleet incident response, claims management, and documentation.
• Manage vehicle maintenance, upfitting, and spare vehicle logistics to ensure availability.
• Oversee fleet support activities, including inventory, expenditures, and vendor communications.

Skills

Fleet coordination

Vehicle registration

Maintenance scheduling

Organizational skills

Education

Associate or Bachelor’s degree in business/logistics/transportation

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
• a 401(k) with profit sharing, among other benefits

Location

Elmhurst, IL and some travel to our Romeoville, IL location

Responsibilities

• 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.

Building a more sustainable planet. Creating comfortable, healthy spaces for people to connect, live and work. Perfecting the air we share.

Daikin Applied is not just an HVAC company. We're part of a global technology powerhouse that uses Heating, Ventilation and Air Conditioning (HVAC) to transform the world. We're innovators and leaders. Not only as a business, but as individuals. You see, we're not just innovating on the outside. We're innovating on the inside to unlock people's unlimited potential and bring out the diverse and groundbreaking ideas that will help us solve today's most pressing challenges. That's why Daikin offers more than a job. Here's where you'll be heard, be valued, belong -- and be able to make your mark. Over the past several years, we’ve proudly welcomed several organizations into our family, each bringing unique strengths, deep expertise, and talented teams. As we continue to grow, these partners play a vital role in expanding our capabilities and shaping the future of our organization. Whichever Daikin Applied company you join, you’ll be part of a unified, supportive environment where you can make an impact and grow your career.