Fleet Administration Coordinator

RouteNest provides administrative support to businesses operating small vehicle fleets. We help clients keep maintenance records organized, monitor renewal dates, and coordinate routine service appointments. We’re hiring a Fleet Administration Coordinator to maintain these records and follow up with client contacts and service providers. Your focus: records, reminders, and follow-through You’ll maintain a shared calendar of scheduled maintenance, registration renewals, and document expiration dates. When an appointment or updated document is needed, you’ll contact the designated person, track their response, and keep the record current. You’ll also compare service invoices with approved work orders, flag discrepancies, and prepare a weekly summary of outstanding items. The role includes: Updating vehicle records using verified client information. Scheduling routine service appointments with approved providers. Collecting maintenance confirmations and supporting documents. Checking invoices for vehicle identifiers, dates, and approved services. Following up on missing records and overdue administrative tasks. Escalating unexpected charges or scheduling issues to the Operations Manager. You will not drive vehicles, provide mechanical advice, or approve repair spending. What we’re looking for At least one year of experience in administrative coordination, maintenance scheduling, logistics support, or a similar operational role. You should be comfortable working with spreadsheets, reviewing documents, and communicating professionally by email and phone. Accuracy and dependable follow-up are essential. Experience with fleet management software is helpful. A college degree is not required, and training on our systems is provided. Hourly pay - $24–$28, based on relevant experience; Schedule - Monday–Friday, 8 a.m.–4 p.m. Central Time; Paid hours - 40 per week, including a paid 30-minute meal break each day; Location - Fully remote within Texas; Travel - None; Reporting to - Operations Manager. We provide a company laptop, required software, and paid onboarding. Benefits include ten days of annual paid time off and company-observed paid holidays. Reliable internet access and a workspace suitable for client calls are required. This position has no commission component or emergency dispatch duties. Application Submit your resume through Indeed. Selected applicants will have an introductory phone conversation and a video interview discussing their coordination and recordkeeping experience. Applicants must be authorized to work in the United States. Immigration sponsorship is not available. We evaluate candidates on job-related qualifications and provide reasonable accommodations throughout the hiring process. Pay: $24.00 - $28.00 per hour Expected hours: 40.0 per week Work Location: Remote

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