Fleet Coordinator

Rose Paving LLC; Villa Park (IL); On-site; USD 55,000 - 82,000; Full time

Job summary

Rose Paving LLC is seeking a Fleet Coordinator to support our field operations with fleet data management, compliance, and maintenance oversight. The role emphasizes proactive prioritization, precise recordkeeping, and strong coordination with drivers and departments to optimize asset utilization.

You will organize maintenance schedules, oversee telematics programs, and drive accuracy in vendor and service provider dealings while ensuring safety and regulatory compliance across our fleet.

Qualifications

• 3+ years of fleet, transportation, equipment, safety, or operations experience.
• Experience with fleet management systems and telematics platforms.
• Strong Microsoft Excel, Outlook, typing, and data reporting skills.
• Excellent communication skills with the ability to influence at all levels.
• Understanding of vehicle/equipment maintenance and repair processes.
• Experience managing vendors and service providers.
• Ability to multitask, determine priorities, and track details to closure.

Responsibilities

• Fleet & Asset Administration: Maintain accurate fleet and driver records in vendor/internal systems; manage vehicle/trailer registrations, assignments, transfers, and disposals; oversee fuel card programs, toll transponders, and asset upfitting orders
• Compliance & Safety Management: Ensure DOT/CDL compliance and recordkeeping; manage IFTA/IRP processes, 2290 renewals, and insurance renewals; oversee MVR programs, California regulatory compliance (CARB/DOORS), and accident investigations/claims documentation
• Maintenance & Telematics Oversight: Track preventive maintenance schedules and fleet recalls; review repair requests; manage telematics, GPS, and dash camera programs; own idling reduction initiatives and monitor driver safety trends to implement corrective actions
• Data Analysis & Reporting: Perform quarterly database reconciliations and monthly fuel audits; track fleet metrics for benchmarking; support budgeting/forecasting; maintain driver/employee profiles in systems like Holman/Geotab and handle onboarding/offboarding program enrollment
• Cross-Functional Coordination: Support vehicle rebranding projects, assist with M&A fleet integration, and act as a central point of contact for departments regarding fleet operations and driver needs

Skills

Excel proficiency

Outlook

Data reporting

Critical thinking

Problem solving

Communication skills

Multitasking

Vendor management

Education

High School degree; Associates or Bachelor’s Degree preferred

Tools

Fleet management systems

Telematics platforms

Job description

The Fleet Coordinator plays a pivotal role in maintaining the operational efficiency of our fleet. You will be responsible for managing fleet data, ensuring regulatory compliance, and overseeing maintenance and safety programs. This position requires a proactive individual who can balance competing priorities, optimize asset utilization, and support our drivers and field operations with a high degree of precision and accountability.

Responsibilities:

• Fleet & Asset Administration: Maintain accurate fleet and driver records in vendor/internal systems; manage vehicle/trailer registrations, assignments, transfers, and disposals; oversee fuel card programs, toll transponders, and asset upfitting orders
• Compliance & Safety Management: Ensure DOT/CDL compliance and recordkeeping; manage IFTA/IRP processes, 2290 renewals, and insurance renewals; oversee MVR programs, California regulatory compliance (CARB/DOORS), and accident investigations/claims documentation
• Maintenance & Telematics Oversight: Track preventive maintenance schedules and fleet recalls; review repair requests; manage telematics, GPS, and dash camera programs; own idling reduction initiatives and monitor driver safety trends to implement corrective actions
• Data Analysis & Reporting: Perform quarterly database reconciliations and monthly fuel audits; track fleet metrics for benchmarking; support budgeting/forecasting; maintain driver/employee profiles in systems like Holman/Geotab and handle onboarding/offboarding program enrollment
• Cross-Functional Coordination: Support vehicle rebranding projects, assist with M&A fleet integration, and act as a central point of contact for departments regarding fleet operations and driver needs

Qualifications:

• High School degree; Associates or Bachelor’s Degree preferred
• 3+ years of fleet, transportation, equipment, safety, or operations experience
• Experience with fleet management systems and telematics platforms
• Demonstrated critical thinking and problem solving capabilities
• Strong Microsoft Excel, Outlook, typing, and data reporting skills
• An understanding of vehicle/equipment maintenance and repair processes
• Experience effectively managing vendors and service providers
• Excellent communication skills, with the ability to influence at all levels
• An ability to multitask, determine priorities, and track all the details to closure

Preferred Qualifications:

• Experience supporting diverse assets across multiple locations
• Knowledge of FMCSA/DOT regulations and/or experience with DOT level fleets
• Knowledge of CA CARB/DOORS programs
• Experience with GPS, camera, and telematics systems
• Experience administering LMS platforms
• Familiarity with insurance claims administration
• Construction, paving, or field service industry experience