Senior Fleet Coordinator

RealREPP; Austin (TX); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

401(k) with company match

Medical, dental, and vision insurance

Annual bonus program

Life insurance

Disability insurance

Pre-tax flexible spending plans

Paid parental leave

Paid holidays and vacation

Professional development opportunities

Wellness benefits

Equal opportunity employer

Job summary

RealREPP is seeking a Fleet Administrator to support day-to-day administration and coordination of the vehicle fleet program. The role includes vehicle assignments, tracking, compliance, insurance administration, and fleet reporting for 90+ vehicles across the local market.

Responsibilities include maintaining records, onboarding drivers, lease management, cost tracking, and producing utilization and cost reports. A strong background in fleet operations and excellent communication are required.

Qualifications

• High school diploma or related degree with experience.
• 5+ years of relevant fleet administration experience.
• Strong verbal and written communication skills.
• Excellent organizational, time management and prioritization.
• Proficiency with Microsoft Office tools (Excel, Word, Outlook).

Responsibilities

• Maintain vehicle records, driver information, registrations, licensing and insurance documentation.
• Coordinate vehicle assignments, deliveries, transfers, and pickups between locations.
• Support driver onboarding and fleet safety communications.
• Ensure compliance with policies and regulations related to vehicle registration, licensing, and insurance.
• Coordinate lease management and fleet planning for optimal vehicle utilization.
• Assist with insurance administration and claims documentation.
• Process and report fleet-related expenses with accurate records.
• Generate reports on fleet utilization, maintenance costs, and compliance metrics.
• Provide fleet operations support for 90+ vehicles in the local market.
• Identify opportunities to improve fleet compliance and efficiency through process enhancements.

Skills

Verbal and written communication

Organizational skills

Time management

Prioritization

Multitasking

Customer service

Fleet operations knowledge

Education

High school diploma or equivalent

Bachelor's degree in a related field

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

Assists in the day-to-day administration and coordination of the vehicle fleet program, including vehicle assignments, tracking, compliance, insurance administration, and fleet reporting. Maintains accurate vehicle and driver records while ensuring compliance with company policies and regulatory requirements. Supports operational efficiency by coordinating fleet resources and making recommendations to improve fleet processes and compliance standards.

Core Job Duties

• Maintains accurate records of vehicle inventory, driver information, registrations, licensing, and insurance documentation. Updates and maintains fleet tracking systems and databases.
• Coordinates vehicle assignments, deliveries, transfers, and pick-ups between locations based on operational needs and vehicle availability.
• Supports driver onboarding and orientation by communicating fleet safety requirements, maintenance procedures, and company vehicle policies.
• Ensures compliance with all company policies and procedures, as well as applicable state and federal regulations related to vehicle registration, licensing, and insurance.
• Coordinates lease management activities and assists with fleet planning to ensure optimal vehicle utilization.
• Supports insurance administration by serving as a liaison between employees and insurance providers. Ensures timely reporting and documentation of accidents, incidents, vehicle damage, and claims.
• Processes, tracks, and reports fleet-related expenses while maintaining accurate records and supporting cost-control initiatives.
• Generates and analyzes reports related to fleet utilization, maintenance costs, compliance requirements, and other key performance indicators.
• Provides support for fleet operations within a local market consisting of more than 90 vehicles.
• Identifies opportunities to improve fleet compliance, reporting accuracy, and operational efficiency through process enhancements and recommendations.

Qualifications

• High school diploma or equivalent plus a combination of relevant experience, or a Bachelor’s degree in a related field or equivalent training and experience.
• 5+ years of relevant experience.
• Strong verbal and written communication skills.
• Strong organizational, time management, and prioritization skills.
• Ability to manage multiple responsibilities in a fast-paced environment.
• Working knowledge of Microsoft Office applications, including Excel, Word, and Outlook.
• Strong customer service and interpersonal skills.
• Knowledge of fleet operations, vehicle administration, insurance processes, and compliance requirements preferred.

Benefits

As a 100% employee-owned company, we offer a comprehensive benefits package for you and your family:

• 401(k) plan with 50% company match (no cap) and immediate 100% vesting
• Medical, dental, and vision insurance (100% paid for employee)
• Annual bonus program based upon performance, achievement, and company profitability
• Term life, AD&D insurance, and voluntary life insurance
• Disability income protection insurance
• Pre-tax flexible spending plans (health and dependent care)
• Paid parental leave
• Paid holidays, vacation, and personal time
• Training/professional development opportunities and company-paid memberships for professional associations and licenses
• Wellness benefits
• We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.*