Fleet Operations & Compliance Coordinator

Colliers Engineering & Design; United States; Hybrid; USD 45,000 - 70,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

Pregnancy disability leave

Disability insurance

Life insurance

401(k)/Roth

Job summary

Colliers Engineering & Design is seeking a Fleet Administrator to support the daily administration, coordination, and recordkeeping of the company’s vehicle fleet. The role ensures all vehicles are documented, maintained, compliant, and available to support business operations across departments.

The position offers a hybrid work arrangement with regular office presence at Colliers locations to enable collaboration and effective operations.

Qualifications

• Bachelor’s degree or related field experience.
• 3-5 years of related experience.
• Proficiency with Microsoft Office Suite and fleet management software.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Ability to work well in a team and collaborate with others.
• Attention to detail and accuracy.
• Excellent verbal and written communication.
• Experience maintaining records, databases, and administrative documentation.
• Knowledge of vehicle maintenance processes, fleet operations, and regulatory requirements preferred.
• Vendor coordination and customer service skills.
• Ability to generate reports and analyze fleet-related data.
• Strong work ethic and commitment to quality and continuous improvement.
• Ability to read/write English for job communications.

Responsibilities

• Coordinate vehicle registrations, titles, licensing, insurance documentation, and renewals.
• Assist with vehicle acquisitions, assignments, transfers, and disposals.
• Process and maintain fleet-related records, invoices, and documentation.
• Support fleet policy implementation and communicate fleet procedures to employees.
• Monitor vehicle inventory and assist with forecasting fleet needs.
• Schedule and track preventative maintenance, inspections, and repairs.
• Coordinate with vendors and service providers to ensure timely completion of maintenance activities.
• Monitor vehicle downtime and maintenance records.
• Support roadside assistance requests and vehicle service issues.
• Ensure vehicles maintain current insurance, decals, registrations, and required documentation.
• Maintain accurate records of fleet vehicles, drivers, assignments, fuel cards, and related assets.
• Update fleet management systems with vehicle and driver information.
• Track and manage EZ-Pass accounts, fuel card programs, and fleet technology systems.
• Prepare fleet reports and maintain documentation for audits and management review.
• Monitor data accuracy and assist with fleet-related reporting and analysis.
• Assist in ensuring compliance with company policies, safety standards, and applicable regulations.
• Maintain records related to vehicle inspections, registrations, insurance, and incident reporting.
• Support accident, claim, and insurance administration processes.
• Coordinate with internal departments regarding fleet-related requests and requirements.
• Assist with fleet audits and compliance reviews.
• Serve as a point of contact for employee fleet inquiries and support requests.
• Communicate maintenance schedules, vehicle assignments, and fleet updates to stakeholders.
• Build and maintain positive working relationships with vendors, service providers, and internal departments.
• Escalate fleet concerns, risks, or operational issues to management as appropriate.

Skills

Microsoft Office Suite

Fleet management software

Strong organizational skills

Team collaboration

Attention to detail

Verbal and written communication

Record keeping

English proficiency

Education

Bachelor’s degree

Tools

EZ-Pass accounts

Fuel card programs

Job description

Colliers Engineering & Design is seeking a Fleet Administrator to support the daily administration, coordination, and recordkeeping of the company’s vehicle fleet. The role ensures all vehicles are documented, maintained, compliant, and available to support business operations across departments.

The position offers a hybrid work arrangement with regular office presence at Colliers locations to enable collaboration and effective operations.