Fleet & Maintenance Coordinator

Communication Data Link; Grimes (IA); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

401(K)

401(K) matching

Health, Vision, and Dental

Flexible spending accounts

Company Cell phone Reimbursement

Paid Holidays and paid time off that 8

Uniforms

Job summary

Communication Data Link in Grimes, IA is seeking a Fleet & Maintenance Coordinator to provide administrative and operational support to the VP of Maintenance and coordinate vehicles, trailers, and equipment. The role focuses on documentation, records accuracy, and coordination with mechanics, supervisors, and vendors.

It is a non- mechanic, highly organized position with duties spanning fleet records, procurement, and shop support.

Qualifications

• Maintain accurate fleet and equipment maintenance records.
• Assist with opening, tracking, and closing maintenance work orders.
• Coordinate documentation related to vehicle purchases, sales, transfers, or disposal.
• Provide general administrative support to the VP of Maintenance.
• Schedule meetings, inspections, repairs, or vendor appointments.
• Track expiration dates and notify upcoming renewals or compliance requirements.

Responsibilities

• Maintain an accurate list of company vehicles, trailers, and equipment.
• Enter and update service dates, mileage, engine hours, repairs, inspections, and preventative maintenance information.
• Assist with vehicle registrations, license plates, titles, inspections, and other fleet documentation.
• Assist with tracking open projects and outstanding maintenance needs.
• Assist with shop organization and inventory tracking as needed.

Skills

Coordination

Organization

Vendor communication

Administrative support

Fleet management

Job description

The Fleet & Maintenance Coordinator provides administrative and operational support to the VP of Maintenance and assists with the coordination of Communication Data Link’s vehicles, trailers, construction equipment, tools, and maintenance documentation.
This position is responsible for helping ensure vehicle and equipment fleet maintenance is properly documented, and records are up to date and accurate. The Fleet & Maintenance Coordinator will work closely with the VP of Maintenance, mechanics, field supervisors, employees, vendors, and office staff to help keep company vehicles and equipment safe, compliant, organized, and ready for work.
This is primarily a coordination and administrative position rather than a mechanic role. The successful candidate must be highly organized, dependable, comfortable following up with employees and vendors, and able to manage multiple maintenance-related priorities at one time.

Essential Duties and Responsibilities

• Maintenance Records & Documentation
• Maintain accurate fleet and equipment maintenance records.
• Enter and update service dates, mileage, engine hours, repairs, inspections, and preventative maintenance information.
• Maintain electronic and/or physical maintenance files.
• Assist with opening, tracking, and closing maintenance work orders.
• Collect and organize repair invoices, service records, inspection documents, and related paperwork.
• Ensure completed maintenance and repair documentation is properly recorded.
• Maintain records related to warranties and major equipment repairs.
• Assist with preparing reports on maintenance costs, repair history, and fleet activity as requested.

Fleet Administration

:

• Maintain an accurate list of company vehicles, trailers, and equipment.
• Track vehicle and equipment assignments.
• Assist with vehicle registrations, license plates, titles, inspections, and other fleet documentation.
• Track expiration dates and notify the VP of Maintenance of upcoming renewals or compliance requirements.
• Assist with adding or removing vehicles and equipment from company records.
• Coordinate documentation related to vehicle purchases, sales, transfers, or disposal.
• Maintain copies of insurance cards and other required vehicle documentation.
• Assist with tracking mileage and other fleet information as needed.

Parts, Purchasing & Inventory Support

:

• Assist with ordering maintenance parts, fluids, tires, tools, and shop supplies as directed.
• Prepare or request purchase orders in accordance with company procedures.
• Match invoices, purchase orders, and service documentation when required.
• Assist with maintaining an organized inventory of commonly used maintenance parts and supplies.
• Monitor inventory levels and communicate when supplies need to be reordered.
• Assist with receiving and documenting parts and equipment deliveries.
• Maintain consistency in commonly purchased fleet and maintenance supplies whenever practical.

Shop & Department Support

:

• Provide general administrative support to the VP of Maintenance.
• Help maintain organization of maintenance records, parts, paperwork, and department information.
• Assist with scheduling meetings, inspections, repairs, or vendor appointments.
• Help maintain maintenance calendars and department task lists.
• Assist with tracking open projects and outstanding maintenance needs.
• Obtain quotes or estimates when requested.
• Maintain vendor contact information and service records.
• Coordinate vehicle and equipment drop-off and pick up when necessary.
• Assist with shop organization and inventory tracking as needed.
• Perform other fleet, maintenance, and administrative duties as assigned

Job Type

: Full time

Benefits

: 401(K)

401(K) matching

Health, Vision, and Dental

Flexible spending accounts

Company Cell phone Reimbursement

Paid Holidays and paid time off that grows to 120 per year

Uniforms

Schedule

: 8- hour shift

Day shift

Monday to Friday

Weekends as needed

Experience

• Fleet management: 1 year (Preferred)

Ability to commute and relocate

Grimes Iowa, 50111: Reliably commute or planning to relocate before starting work (Required)

Work Location

: In person