Fleet Services Coordinator

Fleet Services Coordinator Department: Fleet OperationsLocation: Las Vegas, NevadaReports To: Operations Manager / General ManagerEmployment Type: Full-Time Position Overview The Fleet Services Coordinator plays a vital role in supporting the daily operation and management of the company's transportation fleet. This position is responsible for coordinating vehicle assignments, maintaining fleet records, managing driver accounts, tracking payments, and ensuring all fleet documentation remains accurate and compliant. The ideal candidate is highly organized, service-oriented, and capable of balancing multiple responsibilities in a fast-paced transportation environment. This role serves as a key resource for drivers and operational leadership by providing administrative support that promotes fleet efficiency, accountability, and exceptional customer service.

Benefits

What We Offer

• Health Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Paid Time Off (PTO)
• Paid Holidays
• 401(k) Plan with Company Match up to 3>#/li###
• Stable Full-Time Employment
• Opportunities for Career Growth

Schedule: Tuesday through Saturday | Day Shift

Key Responsibilities of a Fleet Services Coordinator:

Fleet Administration & Vehicle Coordination

• Coordinate vehicle assignments, transfers, and returns for drivers.
• Process fleet-related documentation and maintain accurate electronic and physical records.
• Monitor vehicle availability and utilization to maximize operational efficiency.
• Track assignment history, vehicle status, and fleet inventory.
• Assist with onboarding drivers by ensuring all fleet-related documents are completed and submitted.
• Support fleet renewal, replacement, and reassignment initiatives as needed.
• Maintain accurate records of vehicle inspections, damage reports, and service history.

Driver Account Management

• Establish and maintain driver fleet accounts.
• Process and monitor recurring payments, deposits, and account activity.
• Research and resolve account discrepancies promptly and accurately.
• Track outstanding balances and communicate professionally with drivers regarding account status.
• Maintain detailed payment records and support account reconciliation efforts.
• Generate driver account summaries and management reports as requested.

Driver Support & Customer Service

• Serve as a primary point of contact for driver inquiries related to fleet operations.
• Provide assistance regarding vehicle assignments, program requirements, documentation, and account matters.
• Respond to inquiries promptly while ensuring a positive and professional experience.
• Escalate operational concerns to management when appropriate.
• Build strong working relationships with drivers, maintenance personnel, and office staff.

Fleet Compliance & Documentation

• Ensure driver files and fleet records remain complete, accurate, and current.
• Organize and maintain all required operational documentation.
• Support fleet compliance efforts by monitoring record accuracy and reporting deficiencies.
• Assist with audits, inspections, and documentation reviews.
• Maintain confidentiality of driver, operational, and company information.

Reporting & Administrative Support

• Prepare daily, weekly, and monthly fleet performance reports.
• Monitor key operational metrics including vehicle utilization, account status, and fleet availability.
• Assist leadership with data collection, reporting, and special projects.
• Identify process improvement opportunities that enhance operational efficiency and record accuracy.
• Provide general administrative support to fleet and operations management teams.

Qualifications of a Fleet Services Coordinator:

Required Qualifications

• High School Diploma or GED required.
• Minimum of one year of administrative, customer service, transportation, fleet, or operations experience preferred.
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office Suite, including Excel, Outlook, and Word.
• Ability to work independently while contributing to a team-oriented environment.
• Strong attention to detail and commitment to accuracy.
• Professional demeanor when interacting with drivers, customers, and internal departments.

Preferred Qualifications

• Experience in transportation, logistics, fleet management, rental operations, or vehicle administration.
• Experience maintaining records, managing accounts, or handling payment processing.
• Familiarity with fleet tracking, dispatch, or transportation management systems.

Performance Expectations

Success in this role will be measured by:

• Accuracy and completeness of fleet documentation.
• Timeliness of account updates and payment processing.
• Effective management of driver accounts and recordkeeping.
• Fleet inventory accuracy and vehicle tracking.
• Responsiveness to driver requests and support needs.
• Quality and timeliness of reporting.
• Compliance with company policies and operational procedures.

Work Environment This position is based in a dynamic transportation operations environment and requires regular interaction with drivers, leadership, maintenance teams, and administrative personnel. The Fleet Services Coordinator must be comfortable managing competing priorities, handling confidential information, and supporting day-to-day fleet operations while maintaining a high level of professionalism. Position Objective The Fleet Services Coordinator supports the overall success of fleet operations by coordinating vehicle resources, maintaining accurate records, managing driver accounts, delivering exceptional customer service, and ensuring operational processes are executed efficiently and in compliance with company standards.