Office Coordinator / Fleet Administrator

Carroll Construction Supply in; Ottumwa (IA); On-site; USD 38,000 - 60,000; Full time

Benefits offered by this job

Employee Stock Ownership Program

401K

Flex Spending Account

Health Insurance

Dental Insurance

Vision Insurance

Company paid Life Insurance

Company paid Long Term Disability

Short Term Disability

Supplement Assurity plans offered

Accrued Paid Time Off

Job summary

Carroll Distributing & Construction Supply Inc. in Ottumwa, IA seeks an Office Coordinator / Fleet Administrator to manage the corporate fleet, mail distribution, and office operations.

You will coordinate registrations, licenses, tolling programs, and fleet records across multiple states while supporting branch managers, HR, accounting, and safety teams. The role requires strong organizational skills, attention to detail, and the ability to manage deadlines across a multi-state fleet.

Responsibilities

• Maintain fleet inventory with VINs, unit numbers, year/make/model, GVWR, licenses, locations, drivers, and status.
• Maintain titles, registrations, purchase docs, leases, insurance, and other fleet records.
• Coordinate multi-state vehicle registrations and annual renewals.
• Process title apps, transfers, duplicates, plates, and related docs.
• Coordinate vehicle additions, transfers, reassignments, and removals.
• Maintain docs for new and disposed vehicles.
• Liaise with dealers, state agencies, branches to resolve registrations and titles.
• Administer toll accounts and toll programs.
• Manage toll transponders for fleet movement.
• Review toll activity and investigate charges.
• Resolve toll violations and related admin issues.
• Administer GPS/telematics system.
• Update vehicles, drivers, locations, and equipment in the system.
• Maintain driver-to-vehicle assignments.
• Monitor mileage, utilization, location, idle time, and other fleet data.
• Review GPS/mileage data for IFTA and fleet reporting.

Job description

Job Details: Job Location: 999 Corporate - OTTUMWA, IA, Salary Range: Undisclosed, Office Coordinator / Fleet Administrator

Carroll Distributing & Construction Supply Inc. is in need of a detail-oriented Office Coordinator / Fleet Administrator. This individual will help keep the Corporate office running smoothly by distributing mail, ordering office supplies and forwarding calls along with being responsible for the administration, coordination, compliance, and day-to-day support of Carroll Construction Supply’s company vehicle and commercial fleet.

This position serves as a central resource for fleet-related matters across the organization, working closely with branch management, Asset Manager, drivers, Human Resources, Accounting, Safety, insurance providers, regulatory agencies, and outside vendors.

The Fleet Administrator maintains accurate fleet records, coordinates vehicle licensing and regulatory filings, administers toll and telematics programs, assists with vehicle acquisitions and transfers, monitors fleet activity and expenses, and helps ensure company vehicles remain properly registered, documented, maintained, and compliant.

This position requires strong organizational skills, attention to detail, problem-solving ability, and the ability to independently manage multiple deadlines and regulatory requirements across a multi-state fleet.

• Maintain an accurate company-wide fleet inventory, including vehicle identification numbers (VINs), unit numbers, year/make/model, GVWR, license plates, registration information, assigned location, assigned driver, and vehicle status.
• Maintain vehicle titles, registrations, purchase documents, lease information, insurance documentation, and other fleet records.
• Coordinate vehicle registrations and annual renewals across multiple states.
• Process title applications, transfers, duplicate titles, license plates, and other motor vehicle documentation.
• Coordinate the addition, transfer, reassignment, and removal of vehicles throughout the company.
• Maintain documentation for newly purchased and disposed vehicles.
• Work with dealerships, state agencies, branch managers, and other parties to resolve registration and title issues.
• Administer company toll accounts and tolling programs.
• Order, activate, transfer, and deactivate toll transponders as vehicles enter, move within, or leave the fleet.
• Review toll activity and research unidentified or questionable charges.
• Resolve toll violations, missed tolls, incorrect plate assignments, and administrative issues.
• Administer the company's GPS/telematics system.
• Add, remove, and update vehicles, drivers, locations, and equipment within the system.
• Maintain accurate driver-to-vehicle assignments.
• Monitor vehicle mileage, utilization, location information, idle time, and other available fleet data.
• Review GPS and mileage information used for IFTA reporting and other fleet-related requirements.

Qualifications: Perks to being a part of the Carroll team! Excellent Compensation and Benefits:

• Employee Stock Ownership Program
• 401K
• Flex Spending Account
• Health Insurance
• Dental Insurance
• Vision Insurance
• Company paid Life Insurance
• Company paid Long Term Disability
• Short Term Disability
• Supplement Assurity plans offered
• Accrued Paid Time Off