Fleet Coordinator & Receptionist

Earthtones Companies; Midlothian (TX); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Vision insurance

401(k)

401(k) matching

Dental insurance

Job summary

Earthtones Companies is seeking a Fleet & Administrative Coordinator to serve as the administrative backbone of our fleet operations and provide professional front desk support. You will maintain fleet records, coordinate registrations, insurance, and asset tracking, while ensuring the front office remains organized and welcoming.

The role includes fleet insurance coordination, asset management in Samsara and Aspire, vendor coordination, and general office administration to support multiple

Qualifications

• 2+ years of administrative or office coordination experience.
• Experience with Samsara, Aspire, or similar fleet/ERP software preferred.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office (Excel, Outlook, Word).

Responsibilities

• Fleet Compliance & Administration: maintain vehicle registrations and expiration dates.
• Coordinate inspections and registration renewals.
• Ensure compliance with county and state registration requirements.
• Maintain driver listings and insurance notifications.
• Keep fleet records in Samsara, Aspire, and company databases.
• Track asset information: make, model, year, VIN/serial, purchase details.
• Manage insurance, warranties, and claims coordination.
• Coordinate equipment purchases, rentals, and paperwork.

Skills

Administrative skills

Attention to detail

Multi-tasking

Communication skills

Microsoft Office

Tools

Samsara

Aspire

Fleet/ERP software

Job description

Benefits:

• Health insurance
• Paid time off
• Vision insurance
• 401(k)
• 401(k) matching
• Dental insurance

Position Summary

The Fleet & Administrative Coordinator serves as the administrative backbone of the company's fleet operations while also providing professional front desk support. This position is responsible for maintaining accurate fleet records, coordinating registrations, insurance, equipment purchases, rentals, warranties, and asset tracking while ensuring the front office remains organized, welcoming, and efficiently operated.

Primary Responsibilities

• Fleet Compliance & Administration
• Maintain a complete listing of all vehicle registrations and expiration dates.
• Coordinate vehicle inspections and registration renewals.
• Ensure compliance with county and state-specific registration requirements.
• Maintain current driver listings and required insurance notifications.
• Maintain organized fleet records and documentation.
• Fleet Asset Management
• Maintain accurate asset records within Samsara, Aspire, and company databases.
• Track all pertinent asset information including:
• Make, model, year
• VIN/Serial Number
• Purchase date
• Purchase price
• Loan/financing information
• Warranty information
• Assigned location and employee
• Ensure all purchased or sold assets are properly documented and updated across all systems.
• Fleet Insurance, Warranty & Claims
• Ensure all fleet vehicles and equipment are properly insured.
• Coordinate additions and removals of assets from insurance policies.
• Manage insurance claims from initiation through completion.
• Coordinate warranty claims with manufacturers and vendors.
• Maintain insurance and warranty documentation.
• Equipment & Rental Coordination
• Coordinate administrative processes for all purchased and rented equipment.
• Complete all required paperwork associated with equipment acquisitions.
• Track rental periods and ensure equipment is returned on time.
• Coordinate new rental requests with operations to ensure equipment availability.
• Assist with onboarding new fleet assets into company systems.
• Fleet Reporting & Systems Management
• Maintain accurate Samsara fleet data.
• Track fleet costs including maintenance, fuel, repairs, rentals, insurance, and registrations.
• Compile fleet cost reports for Fleet Manager review.
• Monitor fuel card and toll tag inventory, assignments, distribution, and collection.
• Maintain accurate reporting and fleet documentation.
• Reception & Office Administration
• Serve as the primary receptionist and first point of contact for visitors, customers, vendors, and applicants.
• Answer and direct incoming phone calls professionally.
• Receive, sort, and distribute incoming mail and packages.
• Maintain organized filing systems for fleet and administrative paperwork.
• Stock and organize office supplies, breakrooms, and common areas.
• Order office supplies, toiletries, paper products, coffee, beverages, and other office consumables.
• Organize and maintain conference rooms to ensure they are clean, stocked, and meeting-ready.
• Help maintain a clean, organized, and professional office environment.
• General Administrative Support
• Assist with document preparation, scanning, filing, and record retention.
• Support Fleet Manager with administrative tasks and special projects.
• Assist other departments with administrative support as assigned.
• Coordinate miscellaneous paperwork and maintain organized records.
• Perform other duties as assigned to support fleet and office operations.

Qualifications

• 2+ years of administrative or office coordination experience.
• Fleet, construction, landscaping, transportation, or equipment administration experience preferred.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office (Excel, Outlook, Word).
• Experience with Samsara, Aspire, or similar fleet/ERP software preferred.

Success Measures

A successful Fleet & Administrative Coordinator will:

• Maintain accurate and up-to-date fleet records across all systems.
• Ensure registrations, inspections, and insurance remain current.
• Assist Fleet Manager w/ equipment purchases, rentals, and warranty claims as needed
• Produce accurate fleet cost reporting for management.
• Maintain organized fuel card, toll tag, and asset records.
• Provide a professional first impression for all visitors and callers.
• Maintain a clean, organized, and well-stocked office environment.