Job Title: Fleet Coordinator
At Exo, integrity isn’t just a value it’s the foundation of the work we do to keep our nation’s infrastructure reliable and safe. From field assessments to innovative restoration solutions, we combine precision, integrity, and purpose in everything we do. Our team helps ensure power stays on, schools stay open, businesses thrive, and communities stay safe. You’ll work with a respected team of experts solving meaningful challenges that protect communities and ensure the integrity of infrastructure.
Position Overview: The Fleet Coordinator supports Fleet and Operations Managers in the administration, coordination, and tracking of a large, multi-location fleet consisting of hundreds of vehicles and equipment assets. This role is responsible for maintaining accurate fleet records, coordinating maintenance and repairs, supporting compliance and safety initiatives, and serving as a key point of contact between drivers, vendors, and management. The Fleet Coordinator plays a critical role in ensuring fleet availability, cost control, and regulatory compliance while supporting efficient day-to-day operations.
Key Responsibilities - Fleet Administration & Asset Tracking
- Maintain accurate records for all fleet vehicles and equipment, including registrations, titles, inspections, permits, and warranties.
- Track vehicle assignments, utilization, mileage, hours, and condition across multiple locations.
- Support onboarding and offboarding of fleet assets, including transfers, replacements, and disposals.
- Maintain fleet databases, telematics systems, and maintenance tracking software.
- Maintenance & Repair Coordination
- Schedule and coordinate preventive maintenance and repairs with internal shops and external vendors.
- Monitor service intervals and ensure timely completion to minimize downtime.
- Communicate with drivers and supervisors regarding vehicle availability and service status.
- Review maintenance documentation for completeness and accuracy.
- Compliance & Safety Support
- Assist with DOT, FMCSA, state, and company compliance requirements, including inspections and documentation.
- Track and report on safety-related items such as accident reports, damage claims, and corrective actions.
- Support implementation of fleet safety programs, recalls, and manufacturer service campaigns.
- Ensure vehicles and equipment meet company and regulatory safety standards.
- Vendor & Cost Support
- Coordinate with vendors for maintenance, fueling, tires, rentals, and equipment services.
- Assist in tracking invoices, service costs, and warranty recoveries.
- Provide data to support budgeting, cost analysis, and fleet optimization initiatives.
- Reporting & Data Management
- Prepare routine and ad-hoc reports on fleet status, maintenance, compliance, utilization, and costs.
- Identify trends related to downtime, repair frequency, and asset performance.
- Support audits and internal reviews by providing accurate fleet documentation.
- Communication & Customer Service
- Serve as a primary contact for drivers and field staff regarding fleet-related questions and issues.
- Escalate critical vehicle or compliance concerns to Fleet Managers promptly.
- Support coordination between operations, safety, finance, and procurement teams.
Qualifications And Requirements
- High school diploma or GED required; associate’s degree or technical training preferred.
- 2+ years of experience in fleet administration, transportation coordination, logistics, or equipment management preferred.
- Experience supporting large, multi-site fleets strongly preferred.
Knowledge & Skills
- Working knowledge of vehicle maintenance processes and fleet compliance requirements.
- Proficient with Microsoft Excel, databases, and fleet management software.
- Strong organizational skills with ability to manage high volumes of assets and documentation.
- Excellent communication and customer service skills.
- Ability to prioritize tasks in a fast-paced, operational environment.
Physical Requirements
- Ability to sit for extended periods while working at a computer, using fleet management systems, spreadsheets, and communication tools.
- Ability to frequently use hands and fingers for typing, data entry, handling paperwork, and operating standard office equipment.
- Ability to talk and hear clearly to communicate with drivers, vendors, and internal teams via phone, radio, and in person.
- Ability to stand and walk periodically in office, shop, yard, and outdoor environments.
- Ability to occasionally bend, stoop, kneel, crouch, and reach when inspecting vehicles, reviewing equipment, or accessing files.
- Ability to occasionally lift, carry, push, or pull items weighing up to approximately 25 pounds, such as files, parts, tools, or equipment accessories.
- Ability to visually inspect vehicles, equipment, and documentation, including close vision for reading screens and paperwork and distance vision for observing fleet assets.
- Ability to safely navigate around vehicles, equipment, shop areas, and uneven surfaces when visiting yards or maintenance facilities.
- Ability to work in environments that may include exposure to noise, vehicle exhaust, weather conditions, dirt, and mechanical equipment during site visits.
- Ability to travel occasionally between fleet locations, vendor facilities, or job sites as required.
Mental / Cognitive Requirements
- Ability to maintain sustained concentration while managing detailed records, compliance documents, and maintenance schedules.
- Ability to organize, prioritize, and manage multiple tasks, deadlines, and service requests simultaneously.
- Ability to analyze data, recognize trends, and identify discrepancies in maintenance, compliance, and utilization reports.
- Ability to exercise sound judgment when escalating safety, compliance, or operational issues to management.
- Ability to work effectively in a fast-paced, operational environment with frequent interruptions and shifting priorities.
- Ability to follow established procedures while also adapting to changing operational needs.
- Ability to communicate clearly, professionally, and tactfully with individuals at all organizational levels, including field staff and external vendors.
- Ability to handle stressful situations, such as vehicle breakdowns, compliance issues, or service delays, while maintaining professionalism.
- Ability to understand and apply regulatory requirements and company policies related to fleet operations and safety.
- Ability to work independently with minimal supervision while also functioning as part of a coordinated operations team.
- Ability to maintain confidentiality of sensitive employee, vehicle, and business information.
Work Environment
- Office-based with visits to maintenance shops, yards, and field locations.
- May require travel to fleet sites or vendor locations.
- Interaction with mechanical environments and outdoor conditions may occur.
FLSA Status: Non-Exempt
Pay Range: $28-32.00 Hourly
Reports To: Manager, Facility Operations
Note: This job description is intended to provide a general overview of the responsibilities and qualifications for the Fleet Coordinator. The specific duties and requirements may vary depending on the organizations needs.
Benefits:
Exo offers a comprehensive benefits package including:
- Medical
- Dental
- Vision
- Health Savings Account/Flexible Spending Accounts
- Life and Accidental Death & Dismemberment
- Short Term and Long-Term Disability
- Accident, Hospital Indemnity and Critical Illness
- 401k with company match
- PTO
- 10 paid holidays
Exo is committed to equal employment opportunity. We recruit, employ, train, compensate, and promote without regard to race, religion, color, national origin, age, sex, disability, protected veteran status, or any other basis protected by applicable federal, state, or local law.
