Fleet & Garage Operations Coordinator

R.H. White Construction; Auburn (MA); On-site; USD 50,000 - 70,000; Full time

Job summary

R.H. White is seeking a Division Coordinator to provide administrative and operational support for Garage and Fleet functions, ensuring regulatory compliance, accurate reporting, and efficient coordination of resources across divisions.

You will maintain contact with fleet supervisors, management, and external vendors, oversee timesheets, payroll support, IFTA and DVIR processes, and prepare monthly operational reports to drive efficiency.

Qualifications

• Minimum 2 years in administrative support, project coordination, or operations.

Responsibilities

• Promote and adhere to all Company Safety Policies, Code of Conduct, and licensing compliance requirements.
• Coordinate garage and fleet administrative processes, including timesheet management, payroll support, and scheduling.
• Monitor and report DVIR (Driver Vehicle Inspection Report) compliance, missed inspections, and vehicle idle time.
• Manage IFTA (International Fuel Tax Agreement) reporting, including weekly data entry, quarterly mileage, tax return preparation, and excise tax bills and abatements.
• Maintain fuel system records, daily readings, and complete monthly tax filings.
• Process toll billing (e.g., Mass Pike) and allocate charges accurately by division.
• Oversee asset lifecycle management: create and maintain files for new equipment, update COINS/Tenna systems, and process disposals and sales documentation.
• Handle IRP (International Registration Plan) compliance and related registrations.
• Maintain insurance renewal spreadsheets and coordinate updates.
• Compile and prepare monthly operational reports for fleet and garage activities.
• Schedule and coordinate division meetings, events, and training sessions.
• Perform additional duties as needed to support strategic initiatives and operational efficiency.

Skills

Strong organizational skills

Time-management

Multitasking

Excellent written and verbal沟通 skills

Education

Associate degree in Business Administration or related field

High school diploma or equivalent

Tools

Tenna

COINS

Microsoft Office

Job description

R.H. White is seeking a Division Coordinator to provide administrative and operational support for Garage and Fleet functions, ensuring regulatory compliance, accurate reporting, and efficient coordination of resources across divisions.

You will maintain contact with fleet supervisors, management, and external vendors, oversee timesheets, payroll support, IFTA and DVIR processes, and prepare monthly operational reports to drive efficiency.