Fleet Operations Specialist

Daikin Applied Americas; Elmhurst (IL); On-site; USD 58,000 - 65,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) with profit sharing

Paid time off and paid holidays

Job summary

Thermosystems in Elmhurst, IL is seeking a Fleet Coordinator to administer our company fleet program, maintain records, registrations, IPASS accounts, and emissions testing compliance. The role supports field personnel and ensures vehicles are ready for new hires.

You will coordinate vehicle purchases, spare vehicles, and maintenance scheduling, track repairs with vendors, and manage fleet-related expenditures. Employment is contingent upon pre-employment requirements.

Qualifications

• Associate or bachelor’s degree in business, logistics, transportation or related field.
• Minimum 3 years of experience in fleet coordination or related administrative role.
• Strong knowledge of vehicle registration, licensing, maintenance scheduling, and insurance claims.
• Excellent organizational skills and ability to manage multiple priorities and respond to urgent vehicle related issues.

Responsibilities

• Administer the company fleet program, including maintaining vehicle records, fleet databases, vehicle files/keys, IPASS accounts, license plate renewals, and emission testing compliance.
• Coordinate vehicle acquisition, deployment, and readiness, which can include processing new vehicle purchases, manage spare vehicles, and ensuring vehicles are properly equipped and ready for new hires.
• Monitor and communicate fleet requirements to drivers, providing timely notifications regarding vehicle registration, emissions testing, and other fleet related compliance obligations.
• Serve as the primary point of contact for fleet related needs, providing technical support, coordinating repairs and maintenance, managing fleet-related tickets and expenses, and responding to urgent or after-hour vehicle issues.
• Coordinate fleet incident response and claims management, including vehicles accidents, break-ins, property damage, insurance claims, drug testing requirements, repair scheduling, vendor coordination and collection of supporting documentation such as invoices and receipts.
• Manage vehicle maintenance and operations readiness, including scheduling preventative corrective maintenance, tire and windshield repairs, vehicle upfitting, towing services, spare vehicle logistics, and ensuring uninterrupted fleet availability for field personnel.
• Oversee fleet support and follow up activities, such as tracking spare vehicle inventory, approving fleet-related expenditures, communicating with technicians and vendors, monitoring repair status, and coordinating vehicle returns and replacements to minimize operational disturbance.
• All other duties assigned.

Skills

Fleet coordination

Administrative support

Vehicle maintenance

Regulatory compliance

Education

Bachelor's or Associate degree

Tools

Fleet databases

IPASS system

Job description

Thermosystems in Elmhurst, IL is seeking a Fleet Coordinator to administer our company fleet program, maintain records, registrations, IPASS accounts, and emissions testing compliance. The role supports field personnel and ensures vehicles are ready for new hires.

You will coordinate vehicle purchases, spare vehicles, and maintenance scheduling, track repairs with vendors, and manage fleet-related expenditures. Employment is contingent upon pre-employment requirements.