Fleet & Logistics Coordinator - Construction

HDR; Phoenix (AZ); On-site; USD 52,000 - 68,000; Full time

Job summary

HDR is seeking a Fleet Administrator for its Arizona/New Mexico construction field services team in Phoenix. You will manage a fleet of nearly 100 vehicles for 85+ professionals, onboarding, policy training, and documentation.

The role includes vehicle inspections, maintenance coordination, and support for door-to-door mobility across sites. The position requires strong communication, organization, and proficiency with MS Office.

Qualifications

• High School diploma or equivalent.
• Excellent verbal and written communication including grammar, punctuation, proofreading, spelling and telephone skills.
• Flexibility and ability to prioritize and handle multiple tasks and various managers in a fast-paced environment.
• Self-motivated, well-organized and detail-oriented.
• Proficiency with MS Office including Word and Outlook.
• An attitude and commitment to being an active participant of our employee-owned culture is a must

Responsibilities

• Serve as the primary point of contact for fleet needs of 85+ professionals with a fleet of nearly 100 vehicles.
• Assist with onboarding new employees, including assigning fleet vehicles, providing guidance on mileage log completion, conducting training on fleet policies and procedures, and assigning key fobs.
• Conduct inspections of new vehicles and prepare vehicles for assignment, including installing company decals, cleaning, and fueling. Prepare and maintain vehicle document binders for new assignments or replacements.
• Monitor the fleet to ensure compliance with the prescribed preventive maintenance schedule.
• Ensure that drivers address outstanding manufacturer's recalls for their assigned vehicle in a timely manner.
• Conduct vehicle inspections at time of issuance and return.
• Coordinate maintenance and repairs for pool vehicles to ensure availability for assignment as needed.
• Travel to our team’s remote work assignment locations across Arizona to deliver, recover, and swap fleet vehicles.
• Coordinate with HDR’s fleet management vendor to obtain approval for preventive maintenance, repairs, etc. and provide support for vehicle registration renewals.
• Utilize web-based applications to update assigned drivers, vehicle registration, and other information.
• Coordinate and collect monthly mileage logs from staff with assigned vehicles. Review and check monthly mileage log reports for project billing and vehicle cost recovery.
• Support collection and reporting of data for annual commute reporting.
• Support staff with accident repairs and other fleet management needs.
• Coordinate assignment, repair, and calibration of field testing equipment. Provide calibration reminders, prepare documentation, and maintain inventory control. Deliver and retrieve testing equipment from calibration vendor. Monitor testing equipment needs.
• Maintain personal protective equipment (PPE) inventory for vehicles and staff.
• Type, revise, and combine materials such as correspondence, reports, records, forms, meeting minutes, technical material, numerical data, and tabular information from rough draft, corrected copy or previous versions.
• Proofread and edit documents for grammar, spelling, punctuation, and format.
• Provide support for staff as needed, including backup reception duties, answering and directing telephone calls, delivering messages, greeting employees and visitors, scheduling conference calls, and distributing incoming faxes and mail.
• Provide meeting setup, travel arrangements, light accounting, and other miscellaneous tasks/projects as needed.
• Perform other duties as needed

Skills

Communication skills

Multitasking

Detail-oriented

Confidential information handling

Self-motivation

Education

High School diploma or equivalent

Tools

MS Office

Job description

HDR is seeking a Fleet Administrator for its Arizona/New Mexico construction field services team in Phoenix. You will manage a fleet of nearly 100 vehicles for 85+ professionals, onboarding, policy training, and documentation.

The role includes vehicle inspections, maintenance coordination, and support for door-to-door mobility across sites. The position requires strong communication, organization, and proficiency with MS Office.