Fleet Coordinator

Description

The Fleet Coordinator is responsible for the day-to-day coordination of Hunter Communications' fleet operations, with primary responsibility for vehicle availability, preventative maintenance, repair coordination, fleet compliance, vehicle lifecycle activities, and fleet records. The position serves as the central coordination point between employees, fleet leadership, repair facilities, vendors, and internal stakeholders to help ensure Company vehicles are safe, compliant, available, and properly maintained. This position regularly operates and transports Company vehicles between Hunter locations and vendor facilities and responds to time-sensitive fleet operational needs.

Key Result Areas (KRAs) and Responsibilities

Fleet Operations:

• Own day-to-day tracking of fleet availability, including vehicles out of service, expected return-to-service dates, replacement vehicle needs, and operational impacts; proactively communicate fleet availability issues to affected stakeholders.
• Monitor preventative maintenance schedules and coordinate vehicles with employees, shops, and other vendors.
• Track open repairs from initial report through completion.
• Review fuel card and GPS data for unusual fuel usage, mileage discrepancies, duplicate charges, purchases exceeding tank capacity, and other exceptions.
• Coordinate response to breakdowns and urgent vehicle repairs, including after-hours situations when required.
• Review inspection and defect reports, follow up on reported safety concerns, and escalate vehicles that need to be removed from service.
• Obtain repair quotes, assist with purchase orders, review invoices for accuracy, and ensure completed work is properly documented.
• Track recalls, warranties, vendor repairs, annual inspections, and required corrective actions.
• Manage rental or replacement vehicles when company vehicles are unavailable.
• Assist with new-vehicle delivery, upfitting, licensing, insurance, GPS installation, fuel cards, decals, and assignment.
• Coordinate the removal and disposal of retired vehicles, including cancellation of insurance, fuel cards, GPS service, and registrations.
• Assist with accident reporting, claim documentation, repair coordination, and claim-status tracking.
• Prepare reports on downtime, maintenance costs, fuel usage, vehicle utilization, overdue services, and fleet availability.

Fleet Documentation & Recordkeeping:

• Maintain fleet asset files (digital and/or physical) for each vehicle/equipment item, including ownership documents, compliance records, maintenance history files, inspection forms, vendor work orders, and related correspondence.
• Ensure inspection forms and checklists are current, distributed as needed, and returned/completed documentation is filed accurately.
• Maintain a consistent filing and naming standard for fleet documentation so records are easily searchable and audit-ready.
• Create and maintain fleet forms, templates, logs, and trackers used for compliance, documentation, and reporting.

Compliance:

• Maintain accurate, up-to-date records for vehicle registrations, titles, plates, tags, permits, and related documentation.
• Track all renewal dates and proactively coordinate renewals to ensure uninterrupted compliance.
• Maintain insurance documentation for all fleet assets (vehicles, trailers, and powered equipment), including policy records, vehicle schedules, certificates of insurance (COIs), and claim-related documentation as assigned.
• Maintain a compliance calendar (registrations, inspections, policy renewals, reporting deadlines) and provide routine status updates to the Fleet Manager.
• Support audit readiness by maintaining well-organized, complete documentation and assisting with information requests from leadership or authorities as directed.
• Assist with regulatory reporting preparation and documentation (e.g., IFTA, weight-mile taxes, motor carrier requirements) by gathering records, validating completeness, and coordinating submission support as directed.
• Support scheduling, tracking, and documentation for required inspections (e.g., DOT and ANSI/OSHA annual inspections) by coordinating records, completion dates, and evidence of compliance.

Reporting & Data Support:

• Produce routine fleet reports for the Fleet Manager, using available fleet systems and platforms (e.g., fleet maintenance, telematics, fuel card reporting), including compliance status, registration/renewal tracking, and documentation completeness.
• Assist with data collection and reporting for fleet performance and accountability (e.g., utilization, maintenance intervals, fuel reporting, incident/claim tracking) as assigned.
• Identify missing, inconsistent, or outdated records and drive corrective follow-up with appropriate stakeholders.

Coordination & Communication:

• Coordinate with internal departments to collect required documentation, driver/vehicle information, and timely responses to compliance needs.
• Interface with vendors and external partners as assigned to request documentation, confirm renewal requirements, and obtain records needed for fleet files.
• Maintain professional communications and provide clear, timely updates to the Fleet Manager on deadlines, risks, and pending items.

Other Duties:

• Support the Fleet manager with administrative tasks related to fleet operations as assigned.
• Perform other duties as assigned.

Requirements

Minimum Qualifications:

• High school diploma or equivalent.
• 2 or more years of experience in an administrative, coordination, or documentation-heavy role (fleet, operations, compliance, safety, or similar).
• Strong computer skills and demonstrated ability to maintain accurate records and produce routine reports.
• Professional verbal and written communication skills.
• Valid driver’s license and ability to maintain a clean MVR and insurability: this position requires the ability to safely operate and transport Company vehicles as needed.

Preferred Qualifications:

• Experience supporting fleet operations, motor carrier compliance, or transportation/vehicle administration.
• Experience working with fleet management systems, telematics platforms, and/or fuel card platforms.
• Familiarity with DOT/FMCSA concepts, vehicle registration practices, and insurance documentation processes.

Skills & Abilities

• Sense of Urgency: Acts quickly to resolve urgent fleet-related situations, shifting priorities as needed.
• Critical Thinking: Able to quickly and creatively solve problems and resolve unique situations with minimal direction and oversight.
• Independent Judgement: Can make decisions independently based on sound judgement and knowledge of Company policies and procedures.
• Organization and Attention to Detail: Excellent ability to maintain accurate, audit-ready records; strong file hygiene; consistent follow-through on commitments.
• Proactive Priority Management: Ability to track many moving parts, anticipate due dates, and escalate risks early.
• Communication: Clear, professional communication with vendors and internal stakeholders; ability to provide concise status updates and documentation summaries.
• Process Discipline: Comfortable working from standard processes, improving templates/trackers, and maintaining consistency across records.
• Data Competence: Ability to compile reports, validate information, and identify errors or gaps in documentation.
• Confidentiality and Professional Judgment: Handles sensitive business and insurance information appropriately.

Working Conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The use of the word “including” is not meant to imply limitation to only the items specifically listed.

• Constantly working indoors in a climate-controlled office environment.
• Occasionally working outdoors in all weather conditions including extreme heat, cold, dampness, and smoke.
• Occasionally required to wear personal protective equipment (PPE) including high-visibility vest, hard hat, long pants, and closed-toed shoes.
• Occasionally exposed to moderate to loud noise levels from traffic, equipment, and other sources.
• Occasionally working in proximity to moving vehicles, construction equipment, and pedestrians.
• Frequently driving Company-owned vehicles as directed by the Fleet Manager.

This is a full-time, hourly position with a typical 40-hour work week occurring between Monday and Friday from 8:00AM to 5:00PM PST. This position occasionally requires additional work outside of the above typical schedule to meet deadlines or respond to urgent compliance needs.

Travel Expectations

This position requires frequent transportation of Company-owned vehicles and other travel within the Hunter Communications network footprint of Oregon and Northern California as dictated by business needs, with overnight stays as required by circumstances.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The use of the word “including” is not meant to imply limitation to only the items specifically listed.

• Constantly reading, understanding, interpreting, and analyzing service diagrams, repair & maintenance documentation, and quotes.
• Frequently moving about an indoor office environment.
• Constantly communicating both verbally and in writing with vendors and departmental stakeholders.
• Constantly using a computer to prepare fleet documentation and communications.
• Occasionally participating in in-person meetings and site visits, requiring walking on vehicle parking surfaces (paved, gravel, dirt) in all weather conditions.
• Operate Company-owned vehicles between Company locations and vendor sites (e.g., mechanics, body shops) as needed, including the ability to sit and drive for varying and sometimes extended periods, enter and exit vehicles repeatedly throughout the day, and operate standard vehicle controls across a range of vehicle types.