Fleet Operations Coordinator

Jimmy Jazz; Shafter (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

JTI in California is seeking a Fleet Assistant to support the Fleet Manager in coordinating and maintaining company vehicles and fleet records. You will help ensure timely service scheduling, regulatory compliance, and smooth day-to-day operations while collaborating with mechanics, drivers, operations, accounting, and vendors.

This role requires strong organizational skills, familiarity with Excel and fleet documentation, and the ability to handle multiple tasks in a fast-paced environment.

Qualifications

• High school diploma or GED required.
• Basic understanding of fleet equipment or maintenance processes preferred.
• Strong organizational skills and attention to detail.
• Proficient in Microsoft Excel, Word, Outlook; familiarity with fleet management or asset-tracking software is a plus.
• Ability to handle multiple tasks and meet deadlines in a fast-paced environment.
• Strong communication and customer service skills for internal and external coordination.
• Ability to read and interpret forms, regulations, and basic fleet documentation.
• Basic knowledge of DOT, OSHA, and safety compliance is a plus.
• Must pass an MVR and have clean driving record.

Responsibilities

• Track and schedule routine maintenance, inspections, registrations, DOT compliance, and licensing for all vehicles.
• Maintain fleet records including fuel usage, mileage, maintenance logs, insurance, asset inventory, and repair history.
• Coordinate with internal departments and external vendors on service needs, repairs, invoices, and parts ordering.
• Monitor and update fleet management software, spreadsheets, and logs to ensure up-to-date data.
• Support the distribution and collection of vehicle assignment forms, incident reports, and driver documentation.
• Assist with vehicle dispatch coordination and assignment to crews, projects, and regions.
• Ensure all fleet documentation meets State, Federal, OSHA, and DOT compliance requirements.
• Track fuel cards, toll passes, registrations, insurance certificates, and vehicle titles.
• Prepare and distribute reports on fleet usage, costs, maintenance status, and upcoming service needs.
• Assist with processing incoming invoices and submitting for approval.
• Support asset inventory audits and update asset lists during purchases, transfers, or disposals.
• Maintain open communication with project managers, shop technicians, and drivers regarding fleet status.
• Assist with preparing and submitting insurance claims, damage, or accident reports.
• Provide administrative support to the Fleet Manager, including scheduling, filing, scanning, and data entry.

Skills

Organizational skills

Communication skills

Customer service

Multitasking

Education

High School Diploma or GED

Tools

Microsoft Excel

Microsoft Word

Outlook

Fleet management software

Job description

JTI in California is seeking a Fleet Assistant to support the Fleet Manager in coordinating and maintaining company vehicles and fleet records. You will help ensure timely service scheduling, regulatory compliance, and smooth day-to-day operations while collaborating with mechanics, drivers, operations, accounting, and vendors.

This role requires strong organizational skills, familiarity with Excel and fleet documentation, and the ability to handle multiple tasks in a fast-paced environment.