Fleet Administrative Coordinator CR

The Fleet Administrative Coordinator is responsible for managing all administrative aspects of the company’s service fleet vehicle programs, supporting both employee-owned and company fleet vehicles. This position oversees vehicle procurement, assignment, maintenance, compliance, and reporting activities to ensure optimal fleet operations. The coordinator serves as the primary liaison for employees, vendors, and internal departments regarding fleet matters, ensuring smooth onboarding, vehicle transfers, incident management, and regulatory compliance.

The incumbent may be asked to perform other function-related activities in addition to the below mentioned responsibilities as reasonably required by business needs. 

• Review and respond to daily inquiries from employees regarding fleet issues, such as maintenance needs, vehicle status, gas card requests, and program eligibility.
• Process routine transactions such as gas card re-issues, mileage tracking updates, and vehicle assignment changes.
• Conduct high-level reviews of vehicle programs, including employee-owned and company fleet vehicle utilization.
• Monitor and maintain accurate records of fleet status (on lease, in storage, rental, long-term repair, etc.).
• Update fleet databases as vehicles are added or removed, or as employee status changes.
• Coordinate vehicle procurement and assignment for new hires, collaborating with HR and recruiters for timely onboarding.
• Facilitate vehicle returns, collection, or transfer for departing Field Engineers
• Oversee transition of employees between personal and company vehicles
• Review and approve maintenance requests, including oil changes, brakes, tires, and major repairs
• Oversee accident, theft, and incident reporting, working with employees and vendors to resolve issues.
• Ensure regular maintenance, registration renewals, and insurance card distribution.
• Administer gas card and mileage tracking programs, including database maintenance and employee support.
• Monitor employee personal mileage and company reimbursement programs.
• Manage vendor invoicing: gather, review, obtain approvals, and submit for payment.
• Provide support for fleet management systems (Motus, Enterprise, WEX, E-Fleet).
• Track and address vehicle accidents, traffic infractions, toll violations, and license issues.
• Monitor fleet usage, incident frequency, and ticket violations; escalate as necessary.
• Send out annual and as-needed insurance cards.
• Communicate fleet changes to travelers and relevant departments.
• Provide regular status updates on fleet inventory and utilization.