Fleet Coordinator - DOT

Rose-Paving-LL; Villa Park (IL); On-site; USD 65,000 - 95,000; Full time

Job summary

Rose-Paving-LL in Villa Park, IL seeks a Fleet Coordinator to optimize fleet operations, maintain records, and ensure regulatory compliance. You will manage registrations, fuel programs, maintenance scheduling, and telematics to support drivers and field crews.

Candidates should have 3+ years in fleet/transport operations, strong Excel skills, vendor management experience, and familiarity with FMCSA/DOT rules. Construction background is a plus; on-site role.

Qualifications

• Minimum 3+ years of fleet, transportation, equipment, safety, or operations experience.
• Experience with fleet management systems and telematics platforms.
• Strong problem-solving and data reporting abilities.
• Excellent communication skills with the ability to influence at all levels.

Responsibilities

• 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.
• Ensure DOT numbers are in good standing and monitor SAFER scores and compliance needs.

Skills

Fleet management

Telematics

Data analysis

Vendor management

Regulatory compliance

Microsoft Excel

Communication

Multitasking

FMCSA/DOT knowledge

Education

High School diploma

Associate or Bachelor’s degree preferred

Tools

Holman/Geotab

GPS/dash cam systems

LMS 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 ordersCompliance & Safety Management: Ensure DOT numbers are in good standing and monitor SAFER scores and compliance needs. MCS-150 renewal tracking. DOT/CDL compliance and recordkeeping; manage IFTA/IRP processes, cab cards, HOS, 2290 renewals, Pre-Trips, and insurance card distribution; oversee MVR programs, internal sublease agreements, California regulatory compliance (CARB/DOORS/TRUCRS/PERP), and accident investigations/claims documentation. Oversee driver LMS system and push for compliance.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 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 needsHigh 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 closureExperience supporting diverse assets across multiple locationsKnowledge of FMCSA/DOT regulations and/or experience with DOT level fleetsKnowledge of CA CARB/DOORS programs (preferred)Experience with GPS, camera, and telematics systems (preferred)Experience administering LMS platforms (preferred)Familiarity with insurance claims administration (preferred)Construction, paving, or field service industry experience (preferred)