Fleet Coordinator (Fleet Equipment Maint)

Pulama Lanai; Lanai City (HI); On-site; USD 29,000 - 36,000; Full time

Job summary

Pulama Lanai is seeking a Fleet Coordinator on Lanai City to enter and maintain fleet data in the FMIS system, perform quality checks, and assist in generating reports. You will support efficient fleet management operations and ensure data accuracy for vehicle records and maintenance history.

The role requires attention to detail, strong communication, and the ability to work with fleet managers and IT staff. Reports to the Director of Fleet Maintenance; Hawaii driver’s license may be required.

Qualifications

• High school diploma or equivalent. Additional relevant certifications or vocational training is a plus.
• Proven experience in data entry or administrative roles, preferably within a fleet management or transportation environment.
• Proficient computer skills, including data entry, spreadsheet software, and familiarity with FMIS software systems (such as Fleetio, RTA Fleet Management, or similar).
• Attention to detail and accuracy, with strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Basic knowledge of fleet management concepts and terminology is desirable.
• Ability to work independently, prioritize tasks, and meet deadlines.
• Strong problem-solving and analytical abilities.
• A commitment to maintaining confidentiality and data protection.
• Ability to adapt to changing priorities and handle multiple tasks simultaneously.

Responsibilities

• Data Entry: Accurately enter and update fleet-related data, including vehicle information, maintenance records, fuel usage, driver details, and other relevant data into the FMIS software system.
• Data Validation: Perform regular quality checks and audits to ensure data integrity, consistency, and compliance with established standards and policies.
• Record Maintenance: Regularly update and maintain fleet-related records in the FMIS, including vehicle registration, insurance documents, service history, and any other relevant documentation.
• Reporting: Assist in generating reports and extracting data from the FMIS to provide insights and support decision-making processes for fleet management.
• Communication: Collaborate with fleet managers, supervisors, and other relevant stakeholders to gather and verify data, resolve discrepancies, and address any data-related issues.
• Documentation: Maintain accurate and up-to-date documentation of data entry procedures, guidelines, and protocols to ensure consistency and standardization.
• System Support: Provide basic technical support to users of the FMIS software system, troubleshoot data entry issues, and escalade more complex problems to the appropriate IT personnel.
• Compliance: Ensure adherence to data protection and confidentiality policies, maintaining a high level of data security and privacy.
• Continuous Improvement: Identify opportunities to streamline data entry processes, enhance data accuracy, and improve overall system efficiency and effectiveness.
• Training and Support: Assist in training new employees on FMIS data entry procedures, best practices, and system functionalities as needed.
• Assists with all Fleet Maintenance administrative functions to include but not limited to; vehicle registration, PUC, Safety Inspections, timecards and payroll, purchase orders, invoice processing, travel arrangements, expense reports, etc.
• Performs other duties as assigned.

Skills

Data entry

FMIS

Data validation

Reporting

Communication

Confidentiality

Education

High school diploma

Tools

Fleetio

RTA Fleet Management

Job description

Job Description

As a Fleet Coordinator, you will be responsible for ensuring the accuracy and integrity of data within the FMIS software system. Your primary role will be to enter and maintain fleet-related information, perform quality checks, and assist in generating reports. This position plays a critical role in supporting the overall efficiency and effectiveness of fleet management operations.

Job Description

As a Fleet Coordinator, you will be responsible for ensuring the accuracy and integrity of data within the FMIS software system. Your primary role will be to enter and maintain fleet-related information, perform quality checks, and assist in generating reports. This position plays a critical role in supporting the overall efficiency and effectiveness of fleet management operations.

Compensation

$21.00-$26.000/hour (non-exempt).

Reporting Relationship

Reports to: Director of Fleet Maintenance

Quality Standards

• Conduct individual and business affairs in highest ethical and legal fashion.
• Establish and contribute to a supportive, creative, enthusiastic, and cooperative working environment for all.
• Build strong communication links with supervisors, peers, and employees.
• Continuously strive for excellence in the workplace, the Company environment, and as a Company representative.
• Comply with all Company policies and standards.
• Conducts business in alignment with the Mission, Vision, and Values of Pūlama Lāna‘i.

Responsibilities

Essential Duties

• Data Entry: Accurately enter and update fleet-related data, including vehicle information, maintenance records, fuel usage, driver details, and other relevant data into the FMIS software system.
• Data Validation: Perform regular quality checks and audits to ensure data integrity, consistency, and compliance with established standards and policies.
• Record Maintenance: Regularly update and maintain fleet-related records in the FMIS, including vehicle registration, insurance documents, service history, and any other relevant documentation.
• Reporting: Assist in generating reports and extracting data from the FMIS to provide insights and support decision-making processes for fleet management.
• Communication: Collaborate with fleet managers, supervisors, and other relevant stakeholders to gather and verify data, resolve discrepancies, and address any data-related issues.
• Documentation: Maintain accurate and up-to-date documentation of data entry procedures, guidelines, and protocols to ensure consistency and standardization.
• System Support: Provide basic technical support to users of the FMIS software system, troubleshoot data entry issues, and escalade more complex problems to the appropriate IT personnel.
• Compliance: Ensure adherence to data protection and confidentiality policies, maintaining a high level of data security and privacy.
• Continuous Improvement: Identify opportunities to streamline data entry processes, enhance data accuracy, and improve overall system efficiency and effectiveness.
• Training and Support: Assist in training new employees on FMIS data entry procedures, best practices, and system functionalities as needed.
• Assists with all Fleet Maintenance administrative functions to include but not limited to; vehicle registration, PUC, Safety Inspections, timecards and payroll, purchase orders, invoice processing, travel arrangements, expense reports, etc.
• Performs other duties as assigned.

Qualification/Requirements

QUALIFICATIONS

• High school diploma or equivalent. Additional relevant certifications or vocational training is a plus.
• Proven experience in data entry or administrative roles, preferably within a fleet management or transportation environment.
• Proficient computer skills, including data entry, spreadsheet software, and familiarity with FMIS software systems (such as Fleetio, RTA Fleet Management, or similar).
• Attention to detail and accuracy, with strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Basic knowledge of fleet management concepts and terminology is desirable.
• Ability to work independently, prioritize tasks, and meet deadlines.
• Strong problem-solving and analytical abilities.
• A commitment to maintaining confidentiality and data protection.
• Ability to adapt to changing priorities and handle multiple tasks simultaneously.

Required Work Cards/Certifications

• Valid Hawaii Driver’s License and successful review of Motor Vehicle Record

Physical Requirements

• While performing the duties of this job, the employee is regularly required to sit, talk, and listen.
• The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.
• The employee must regularly lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.
• Specific vision abilities required by this job include close vision, distant vision, and color vision.

The above information on this description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory, of all duties, responsibilities and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position.