Fleet Data & Compliance Coordinator

CoolSys; Phoenix (AZ); Hybrid; USD 32,000 - 41,000; Full time

Benefits offered by this job

Medical, Dental, Vision

401(k) with match

Tuition reimbursement

Life insurance

Disability insurance

Paid vacation/holidays

Pet insurance

Legal plan

Job summary

CoolSys in Phoenix, AZ is seeking a Fleet Coordinator to support our vehicle fleet with administrative and data tasks. You will maintain records, ensure regulatory compliance, and support budget reporting to keep fleet operations running smoothly.

Ideal candidate has 2–3 years in fleet operations, strong organizational skills, and proficiency with fleet management systems. Hybrid office schedule and cross-functional teamwork are essential for success.

Qualifications

• Minimum of 2–3 years of direct experience in fleet operations, commercial fleet maintenance administration, dealership service writing/advising, or asset management.
• Strong organizational skills and attention to detail.
• Proficiency in data entry and fleet management software.
• Must be able to come into the office on a hybrid schedule.
• Ability to use typical business tools including E-Mail, Word, Excel, etc.

Responsibilities

• Maintain and update records for all fleet vehicles, including registration, insurance, and maintenance history.
• Ensure vehicles are compliant with regulatory requirements by managing and filing necessary documentation and reports.
• Ensures that repair and maintenance work is completed according to organization and industry standards.
• Monitors and records fleet activities to ensure that vehicles are operating smoothly and efficiently.
• Input and update data in fleet management software, including vehicle details, maintenance schedules, and driver information. Responsible for completing vehicle transfers and disposal requests.
• Generate and distribute regular reports on fleet performance, maintenance status, and cost analysis based on the guidance of the fleet manager.
• Monitor and record expenses related to fleet operations, including maintenance, fuel, and insurance, and assist in budget preparation.
• Manage records related to vehicle suppliers and service providers, including contracts and service agreements.
• Assist in scheduling maintenance and repairs by coordinating with service providers and updating records accordingly.
• Assists drivers and clients by answering inquiries, providing accurate information, and delivering prompt updates.
• Works with other staff members to identify and acquire new fleet assets and vendors.
• Processes accounts payable and receivable documentation for department.
• Ensures insurance and registration information is renewed properly.
• Embodies the CoolSys CARES culture (Collaboration, Accountability, Respect, Empowerment, Safety).
• Performs other duties as assigned.

Skills

Fleet operations

Data entry

Reporting

Office collaboration

Analytical mindset

Tools

Fleet management software

Excel

Email / Word / Docs

Job description

CoolSys in Phoenix, AZ is seeking a Fleet Coordinator to support our vehicle fleet with administrative and data tasks. You will maintain records, ensure regulatory compliance, and support budget reporting to keep fleet operations running smoothly.

Ideal candidate has 2–3 years in fleet operations, strong organizational skills, and proficiency with fleet management systems. Hybrid office schedule and cross-functional teamwork are essential for success.