Office Coordinator / Fleet Administrator

Carroll Construction Supply; Ottumwa (IA); On-site; USD 45,000 - 70,000; Full time

Benefits offered by this job

ESOP

401K

Flex Spending Account

Health Insurance

Dental Insurance

Vision Insurance

Life Insurance

Long Term Disability

Short Term Disability

Supplemental Insurance

Paid Time Off

Job summary

Carroll Distributing & Construction Supply Inc. is seeking an Office Coordinator / Fleet Administrator to support the corporate office by handling mail, ordering supplies, and routing calls, while managing fleet registration, licensing, toll programs, and telematics across a multi-state fleet.

The role serves as a central resource, coordinating with branch management, asset, drivers, HR, accounting, safety, insurance, regulators, and vendors to ensure compliant, well-documented fleet operations

Qualifications

• Detail-oriented and highly organized.
• Strong organizational skills and attention to detail.
• Ability to manage multiple deadlines and regulatory requirements across a multi-state fleet.

Responsibilities

• Maintain fleet inventory with VINs, unit numbers, year/make/model, GVWR, plates, registrations, and locations.
• Manage titles, registrations, purchase documents, lease information, and insurance records.
• Coordinate vehicle registrations and annual renewals across multiple states.
• Process title applications, transfers, duplicates, plates, and other motor vehicle documents.
• Coordinate adding, transferring, reassigning, and removing vehicles.
• Maintain records for newly purchased and disposed vehicles.
• Work with dealerships, state agencies, branches, and vendors to resolve issues.
• Administer toll accounts and tolling programs.
• Manage toll transponders for vehicles as they move.
• Review toll activity and resolve charges.
• Resolve toll violations and administrative 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 and mileage data for IFTA reporting and other requirements.

Job description

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