Fleet Coordinator

Rose-Paving-LL; Villa Park (IL); On-site; USD 65,000 - 90,000; Full time

Job summary

Rose-Paving-LL is seeking a Fleet Coordinator to maintain fleet data, ensure regulatory compliance, and oversee maintenance and safety programs. The role supports drivers and field operations with precision and accountability.

You will manage registrations, fuel programs, DOT/CDL compliance, and telematics while tracking maintenance and safety metrics to optimize asset utilization.

Qualifications

• High School diploma or higher; Associates or Bachelor’s degree preferred.
• 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 and ability to influence at all levels.
• Ability to multitask, determine priorities, and track details to closure.
• Experience managing vendors and service providers.

Responsibilities

• Fleet & Asset Administration: Maintain fleet and driver records; manage registrations, assignments, transfers, disposals; oversee fuel card programs and asset upfitting orders.
• Compliance & Safety Management: Ensure DOT/CDL compliance; manage insurance renewals; oversee MVR programs and CARB/DOORS compliance; handle accident investigations.
• Maintenance & Telematics Oversight: Track maintenance schedules; review repair requests; manage telematics, GPS, and dash cameras; monitor idling reduction initiatives.
• Data Analysis & Reporting: Perform quarterly reconciliations and monthly fuel audits; track fleet metrics; support budgeting.
• Cross-Functional Coordination: Support vehicle rebranding, M&A fleet integration, and act as central liaison for fleet operations.

Skills

Excel

Outlook

Typing

Data reporting

Communication

Multitasking

Vendor management

Problem solving

Critical thinking

Cross-functional coordination

Safety awareness

Education

High School diploma

Associate degree

Bachelor’s degree

Tools

Fleet management systems

Telematics platforms

Holman Geotab

MS Excel

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 ordersCompliance & 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 documentationMaintenance & 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 actionsData 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 enrollmentCross-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 needsQualifications:High School degree; Associates or Bachelor’s Degree preferred3+ years of fleet, transportation, equipment, safety, or operations experienceExperience with fleet management systems and telematics platformsDemonstrated critical thinking and problem solving capabilitiesStrong Microsoft Excel, Outlook, typing, and data reporting skillsAn understanding of vehicle/equipment maintenance and repair processesExperience effectively managing vendors and service providersExcellent communication skills, with the ability to influence at all levelsAn ability to multitask, determine priorities, and track all the details to closurePreferred Qualifications:Experience supporting diverse assets across multiple locationsKnowledge of FMCSA/DOT regulations and/or experience with DOT level fleetsKnowledge of CA CARB/DOORS programsExperience with GPS, camera, and telematics systemsExperience administering LMS platformsFamiliarity with insurance claims administrationConstruction, paving, or field service industry experience