Fleet Coordinator

About Western Allied Mechanical Western Allied Mechanical stands on the cutting edge of HVAC system design and operation. We combine innovative thinking and technologies with our intricate engineering to create, build and maintain comfortable, energy-efficient environments. Our relational focus and entrepreneurial spirit continually drive us to attract and develop the finest talent, while building and enduring customer relationships. We strive to be Driven by Innovation, Grounded in Care and Dedicated to Teamwork. Western Allied has been Operating for over 50 years as a mechanical contractor for biotech, high tech, retrofit, and LEED/Green projects. We are looking for intelligent, organized and innovative people to join our team! Description of Position The Fleet Coordinator is responsible for supporting the administration, maintenance, compliance, and operational efficiency of the Company's vehicle fleet of approximately 160. This position coordinates vehicle acquisitions, maintenance scheduling, regulatory compliance, fleet reporting, accident documentation, and vehicle records management. The Fleet Coordinator works closely with HR, Safety, Shipping & Receiving, Department Managers, employees and external vendors to ensure the fleet remains safe, compliant, and operational. Annual Salary Range: $75,000-105,000 FLSA Status: Salaried Non-Exempt Supervisor: CFO Tasks and Responsibilities: · Coordinate the day-to-day administration of a fleet of approximately 160 vehicles. · Schedule and track preventive maintenance services to ensure compliance with manufacturer-recommended maintenance intervals. · Coordinate vehicle repairs with vendors, service providers, and internal departments to minimize downtime. · Serve as a liaison with Enterprise and other providers regarding vehicle ordering, outfitting, branding, transfers, replacements, and disposal. · Maintain accurate fleet records, including vehicle assignments, maintenance histories, registrations, insurance documentation, and compliance records. · Administer fleet-related systems and programs, including FasTrak, WEX fuel cards, construction parking programs, fleet camera systems, and other fleet management platforms. · Monitor and report fleet utilization, operating costs, fuel usage, maintenance expenses, and other key performance indicators. · Assist with the installation, transfer, maintenance, and tracking of vehicle camera equipment and related hardware. · Coordinate accident repair activities and maintain accident and incident documentation in partnership with the Safety Department. · Collect and provide driver performance and fleet data to support safety initiatives, driver training, and corrective action programs. · Assist in ensuring compliance with company fleet policies and driver eligibility requirements. · Conduct Motor Vehicle Record (MVR) reviews and DMV checks for designated employees, drivers, and approved vehicle operators. · Coordinate fleet insurance activities, including maintaining vehicle insurance records and distributing updated insurance cards. · Manage vehicle registration renewals, license plate replacements, and registration tag distribution to ensure all fleet vehicles remain compliant. · Support compliance efforts related to California fleet regulations and reporting requirements, including CARB, TRUCRS, Clean Truck Check, and vehicle electrification initiatives. · Assist with vehicle allocation planning and maintain records of vehicle assignments and department usage. · Support annual fleet assessments by gathering utilization, age, maintenance, and replacement data. · Identify opportunities to improve fleet processes, reporting capabilities, recordkeeping, and operational efficiency. · Assist with budget tracking and vendor invoice reconciliation related to fleet operations. · Perform other duties and spec…

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