Fleet Operations Coordinator

Terracon; Fort Worth (TX); On-site; USD 42,000 - 62,000; Full time

Job summary

Terracon is seeking a Fleet Operations Coordinator to ensure efficient fleet operations across the region. You will collaborate with the Corporate Fleet team and local offices to maintain compliance, manage maintenance, and control budgets.

You will support fleet objectives, handle budget data, oversee registrations, coordinate vehicle movements, and work with vendors for maintenance and rentals, while ensuring safety and quality across projects.

Qualifications

• Bachelor’s degree in business, finance, accounting or related field with 1 year fleet/procurement experience.
• Strong understanding of vehicle registration processes, emissions testing, and DOT compliance.
• Proficiency with telematics systems, fleet tracking platforms, and MS Office.
• Ability to interpret system-generated fleet and maintenance reports.
• Experience with equipment rental coordination and inventory tracking.
• Excellent customer service skills.
• Knowledge of Procure-to-Pay and ERP.
• Valid driver’s license with clean record may be required.

Responsibilities

• Support the execution of fleet objectives and assist local teams for efficiency.
• Provide admin support for annual fleet budget requests.
• Review registrations to minimize downtime and guide emissions testing.
• Coordinate vehicle movements into/out of area via trucking.
• Schedule routine repairs and preventive maintenance.
• Assist with fleet maintenance with 3rd party vendors.
• Review and approve monthly vehicle rentals to cut costs.
• Process purchase orders and invoices with Corporate Accounting.
• Monitor monthly inspections and follow up on exceptions.
• Coordinate with internal/external agencies on registration issues.
• Review fuel card usage for compliance.
• Coordinate with upfitters for accessories installation.
• Contribute to DOT compliance reviews.
• Develop and administer system reports.
• Administer telematics device tracking and reporting.
• Follow safety rules and participate in pre-task planning.
• Maintain quality standards on projects.
• Perform other duties as assigned.

Skills

Fleet operations

Logistics coordination

Vehicle maintenance

Telematics systems

Fleet tracking platforms

Microsoft Office

ERP knowledge

Procure to Pay

Customer service

Negotiation skills

Education

Bachelor's degree in business administration, finance, accounting or related field

Tools

Microsoft Office Suite

Job description

General Responsibilities

The Fleet Operations Coordinator is responsible for efficient fleet operations of the region or division. In collaboration with the Corporate Fleet team and local office administrators, coordinate adherence to compliance regulations, vehicle maintenance, and budget management.

Essential Roles And Responsibilities

• Support the execution of current fleet objectives and assist local teams to ensure efficiency.


• Provide administrative support for the annual fleet budget request process, including gathering data and preparing documentation for vehicle ordering.


• Review upcoming/overdue registration renewals to minimize downtime and registration expenses. Provide guidance for required emissions testing and/or inspections within the area to assist with timely renewal in the region if there are excessively overdue.


• Coordinate movement of vehicles into and out of the area via trucking, as directed by the Fleet department.


• Track and help schedule routine repairs and preventative maintenance to promote vehicle reliability and reduce service disruptions.


• Assist local operations with scheduling fleet maintenance with 3rd party vendors.


• Review and approve monthly vehicle rentals, look for opportunities for vehicle transfers to cut down on rental costs within the region/division.


• Assist with processing purchase orders (PO’s) and invoices and coordinate with the corporate accounting department on daily information requests.


• Monitor monthly vehicle inspections for exceptions and coordinate with operations for necessary follow-up actions.


• Request insurance cards as needed.


• Assist with resolving vehicle registration issues by coordinating with internal departments and external agencies as needed.


• Review usage of company fuel card program and assist with compliance.


• Assist setting up equipment rentals such as forklifts, field equipment rentals.


• Assist with educating local operations with delivery of new vehicles processes.


• Help coordinate with local upfitters for the installation of required accessories (e.g., strobe lights, backup alarms, toolboxes) on fleet vehicles.


• Support review of DOT compliance in regard to vehicle requirements and driver qualifications if applicable to your operations.


• Responsible for the on-going development and administration of system reports – adapting to changing business imperatives.


• Participate in the day-to-day administration of the company’s vehicle and equipment telematics program, including device tracking and reporting support.


• Follow safety rules, guidelines and standards for all projects. Participate in pre-task planning. Report any safety issues or concerns to management.


• Be responsible for maintaining quality standards on all projects.


• Perform other duties as assigned.

Requirements

• Bachelor’s degree in business administration, finance, accounting or related field and 1 year fleet, procurement, or sourcing experience. Or, in lieu of a degree, 5 years’ related experience.


• Basic understanding of various vehicle classes.


• Experience in fleet operations, logistics coordination, or vehicle maintenance management preferred.


• Strong understanding of vehicle registration processes, emissions testing requirements, and DOT compliance standards.


• Proficiency with telematics systems, fleet tracking platforms, and Microsoft Office Suite (Excel, Outlook, Word)


• Ability to interpret and act on system-generated fleet and maintenance reports.


• Previous involvement in equipment rental coordination and inventory tracking.


• Experience supporting vehicle inspections and implementing corrective actions.


• Basic negotiating skills and understanding of procurement process.


• Experience and aptitude toward exceptional customer service.


• Good understanding of “Procure to Pay” process and ERP functionality.


• Valid driver’s license with acceptable violation history may be required.