Fleet Coordinator

Position Overview

We are looking for an experienced, highly organized, and detail-oriented Fleet Coordinator to oversee the day-to-day administrative operations, coordination, and compliance of our company fleet.

Our company operates in the experiential marketing and event production industry, supporting events and projects throughout California and across the United States. Our fleet includes commercial trucks, trailers, and company vehicles used to transport event equipment and materials. The ideal candidate will have at least 3–4 years of hands-on experience in fleet administration, DOT compliance, vehicle registration, maintenance coordination, inspections, permitting, and fleet recordkeeping.

This position requires someone who can work independently, manage multiple deadlines, stay ahead of compliance requirements, and coordinate with drivers, management, maintenance vendors, and outside agencies.

Fleet Administration & Coordination

• Manage daily administrative activities for company vehicles, commercial trucks, and trailers.
• Maintain accurate and organized fleet records, including vehicle information, registrations, titles, insurance, inspections, and maintenance history.
• Track vehicle assignments, availability, mileage, and overall fleet status.
• Coordinate vehicle transfers, deliveries, repairs, and service appointments.
• Monitor and maintain vehicle registration renewals, license plates, tags, and required documentation.
• Ensure all company vehicles have current registration, insurance cards, and required documentation.
• Coordinate with Operations to ensure vehicles and trailers are ready for scheduled assignments and travel.
• Maintain fleet tracking spreadsheets, databases, and electronic records.

DOT, DMV & Regulatory Compliance

• Assist with and maintain compliance with applicable DOT, FMCSA, DMV, and California Highway Patrol (CHP) requirements.
• Coordinate and track California Biennial Inspection of Terminals (BIT) inspections and required documentation.
• Maintain inspection records and follow up on identified deficiencies or corrective actions.
• Track commercial vehicle inspections, annual DOT inspections, and required certifications.
• Maintain vehicle-related DOT compliance documentation and records.
• Coordinate vehicle registrations, renewals, permits, and interstate operating requirements.
• Track IFTA reporting requirements, fuel records, mileage documentation, and filing deadlines.
• Assist with IRP registration, apportioned plates, and interstate travel permits when applicable.
• Monitor regulatory deadlines to prevent expired registrations, permits, or inspections.
• Coordinate with management and outside compliance vendors to address regulatory requirements.

Fleet Maintenance & Repairs

• Schedule and coordinate preventive maintenance, routine inspections, and necessary repairs.
• Track maintenance schedules based on mileage, service intervals, and manufacturer recommendations.
• Coordinate repairs with dealerships, mechanics, and outside service providers.
• Obtain repair estimates, follow up on approvals, and monitor service completion.
• Maintain detailed maintenance and repair records for each vehicle and trailer.
• Follow up on vehicle deficiencies reported by drivers and ensure timely resolution.
• Coordinate roadside assistance and emergency repairs when needed.
• Monitor vehicles placed out of service and communicate their status to Operations.

Driver & Fleet Compliance Support

• Maintain driver-related fleet documentation, including driver's license information, medical certification expiration dates, and required qualifications, as assigned.
• Coordinate with HR and management regarding driver eligibility and vehicle authorization.
• Assist with maintaining Driver Qualification Files (DQFs) and required DOT records.
• Support administration of Electronic Logging Device (ELD) systems and Hours of Service (HOS) documentation.
• Assist with reviewing driver vehicle inspection reports (DVIRs) and tracking reported deficiencies.
• Coordinate driver-related compliance reminders and documentation updates.
• Support DOT audits, inspections, and requests for fleet-related records.

Fuel, Insurance & Expense Administration

• Administer fleet fuel cards and monitor fuel transactions.
• Track fuel consumption, mileage, and expenses for reporting and IFTA purposes.
• Review fleet-related invoices, maintenance charges, and vendor billing for accuracy.
• Maintain current vehicle insurance documentation and coordinate renewals.
• Assist with vehicle accident reporting, insurance claims, and repair coordination.
• Track fleet-related expenses and identify opportunities for cost savings.
• Maintain organized records of permits, tolls, registrations, maintenance, and other fleet expenses.

Fleet Reporting & Vendor Coordination

• Prepare regular fleet status reports, including upcoming maintenance, inspections, registrations, and compliance deadlines.
• Maintain fleet calendars and tracking systems to ensure timely completion of required tasks.
• Coordinate with vendors, service providers, dealerships, and regulatory agencies.
• Communicate fleet updates, service delays, and vehicle availability to Operations and management.
• Identify potential compliance issues and proactively recommend corrective action.
• Assist with fleet process improvements and administrative procedures.

Qualifications

Physical Demands:

Note: This position is primarily administrative and does not routinely require heavy lifting, physical vehicle repairs, or operating commercial vehicles. Any driving responsibilities must be specifically authorized by the company.