Fleet Maintenance Coordinator

Family Fare, LLC; Norfolk, Northern (VA, KY); Hybrid; USD 25,000 - 33,000; Full time

Benefits offered by this job

PTO and 7 paid holidays

Health insurance

401(k) with employer match

Life Insurance

Disability (Short/Long-Term)

Parental Leave

Job summary

SpartanNash in Norfolk, VA seeks a Fleet Maintenance Coordinator to provide administrative and accounting fleet support within the distribution center. You will manage fuel data, code invoices, reconcile purchases, and ensure DOT/IFTA filings are accurate and compliant.

Responsibilities include payroll data validation, maintenance tracking for equipment, and generating reports for financial closes. Proficiency in MS Excel and fleet software (Square Rigger) is required, with strong attention to

Qualifications

• High school diploma or GED required; college coursework preferred.
• Three years of accounting/purchasing or related admin support experience.
• Familiarity with DOT/IFTA regulations and fleet-related compliance.

Responsibilities

• Administer fuel data, monitor prices and usage, reconcile purchases and code fuel invoices.
• Audit fuel transactions, generate reports and support government reporting and KPIs.
• Process invoices, vendor setup, payroll data validation, and maintenance of fleet records.
• Ensure DOT, EPA, DMV and IFTA filings are accurate and compliant; act as primary contact for fleet questions.
• Track equipment like VINs, manage maintenance and reconcile with vendor invoices.

Skills

Accounting

Purchasing

Communication skills

Organizational skills

MS Office

Data entry

Mathematical aptitude

Fleet maintenance software

Education

High School Diploma

College coursework in Business/Accounting

Tools

Square Rigger

Job description

## Fleet Maintenance CoordinatorApply: Norfolk, Virginia: Full time: Posted Today: R89722As a member of the C&S Wholesale Grocers family of companies, SpartanNash is a food solutions company that delivers the ingredients for a better life. A distributor, wholesaler and retailer with a global supply chain network, SpartanNash distributes grocery and household goods, including fresh produce and the Our Family portfolio of products, to locations in all 50 states.Our braggingly happy team members — ranging from bakery managers to order selectors; from IT developers to vice presidents of finance; from HR Business Partners to export specialists — create braggingly happy customers spanning national accounts, independent and chain grocers, e-commerce retailers, U.S. military commissaries and exchanges, and the Company’s own brick-and-mortar grocery stores, pharmacies and fuel centers.Ready to contribute to the success of our food solutions company? Apply now!**Location:**1133 Kingwood Avenue - Norfolk, Virginia 23502COMPENSATION: Hourly rate $18 - $24 depending on experience BENEFITS: Excellent benefits package, including PTO and 7 paid holidays. Eligible for healthcare (single and family) first of the month following date of hire. 401(k) plan with employer match available. Employer paid Life Insurance, Short Term and Long-Term Disability. Paid Parental Leave after six months.**Position Summary:**This role is responsible to provide administrative and accounting fleet and maintenance compliance support within the distribution center. Administer fuel purchase related data, perform transportation related accounting functions and maintain tracking files of fleet equipment, permits and licenses. **Here's what you’ll do:*** Administer fuel purchase data to include: Monitor fuel prices, track fuel deliveries and usage via software systems, purchase and/or verify fuel purchases, reconcile fuel purchases to use, and code and process fuel invoices for payment; Audit fuel transactions, run reports and submit fuel usage information for metrics/KPI and government reporting; and Generate fuel surcharge fees for customer billing based on PADD II pricing.* Perform a variety of accounting tasks such as accurately auditing, verifying and coding department invoices, balancing and reconciling accounts, creating journal entries and accounting transactions, completing financial inventory reconciliation and reviewing reports as required for financial period close.* Ensure DOT (Department of Transportation), EPA (Environmental Protection Agency), DMV (Department of Motor Vehicle) and IFTA (International Fuel Tax Association) files and documentation such as miles by state, vehicle license plate, etc. are accurate and in compliance with state and federal laws/regulations.* Ensure accurate and timely information in order to maintain compliance in fuel reporting, licensing, and insurance.* Act as point of contact for internal and external customers related to license status, vehicle permits and other fleet related questions and issues. Work directly with governmental agencies (i.e., Department of Motor Vehicle) to process required registration, licenses and permits for fleet.* Review time and attendance for maintenance garage and ensure timely and accurate calculations of related payroll data within the Payroll/HRIS system.* Validate the accuracy of data and coordinate with Corporate Payroll department, as necessary, to ensure payroll data is available by required deadline to ensure timely processing. Resolve any issues and/or respond to questions from associates in a timely manner.* Track company and rental equipment (i.e., tractor/trailers VIN #s, etc.) in necessary software systems to include maintenance, fuel, leasing and rental programs and to reconcile equipment to vendor invoices and equipment maintenance (i.e., DOT inspections, etc.).* Prepare reports and/or generate compliance reports and summarize data as needed.* Process invoices, new vendor requests and research and reconcile vendor and/or department invoice issues.* Assist with associate expense reimbursements and other related administrative duties as necessary.* Maintain department office supply inventory and order supplies as needed.* Additional responsibilities may be assigned as needed. **Here’s what you’ll need:*** High School Diploma (Required) or GED required.* College degree or college course work in Business Administration, Accounting or related area preferred.* Three years' experience in Accounting, Purchasing or related administrative support.* Experience or knowledge of Department of Transportation (DOT) regulations and compliance strongly preferred.* Good written and verbal communication skills; ability to interact with government entities and internal and external customers.* Good organizational, prioritization, multi-tasking skills, and good data entry, research and attention to detail skills.* Strong mathematical aptitude and knowledge of accounting principles.* Knowledge of database software and systems (i.e., accounting, payroll, etc.), onboard computer software systems and fleet maintenance software (square Rigger) strongly preferred.* Must be proficient in MS Office (Word and Excel).**Physical Requirements:**The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must frequently sit, walk and stand, use hands to handle, grasp, and twist objects, tools, or controls, and use both feet for repetitive movements as in operating foot controls. Must frequently walk, talk, crouch, kneel, bend, stoop, twist, and reach with the hands and arms. Ability to lift up to 75 pounds with assistance as needed. While performing the duties of this position, employees are subject to a warehouse environment and may frequently be exposed to changes in temperature and humidity based on assignment. The noise level in the work environment is usually moderate to high. Employees must be able to work weekends, holidays, days and night hours, and overtime as necessary and as assigned, and must be able to work in the condition specified for 8-10 hours shift as assigned. Travel requirements vary by assignment.As part of our **People First** culture, SpartanNash is proud to offer a robust and competitive Total Rewards benefits package.SpartanNash is an Equal Opportunity Employer that invests in Associate development, recognizes and celebrates success, fosters two-way communication, and promotes a sense of belonging. We are committed to providing equal employment opportunities to all individuals, including those with disabilities and Veterans.We are not able to sponsor work visas for this position.