Ardent Services, LLC Temporary Fleet Coordinator

About Us

We are among the premier providers of specialty electrical and instrumentation (E&I) services for the nation's process industries. Our offerings include high-quality power, control, and process automation services, as well as panel fabrication, renewable energy, and energy retrofit solutions.

Job Summary

The Fleet Administrator is responsible for coordinating and maintaining the organization''s vehicle, driver, fleet, and tool asset management programs. This position oversees vehicle assignments, acquisitions and disposals, driver eligibility and licensing records, motor vehicle record (MVR) compliance, fleet registrations, inspections, GPS tracking systems, maintenance coordination, fleet-related billing activities, and tool tracking. The role serves as a central point of contact between operations, drivers and employees, vendors, and internal departments to ensure accurate records, regulatory compliance, efficient asset utilization, and the uninterrupted operation of the company fleet. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple fleet administration processes while providing excellent customer service and operational support.

Essential Duties & Responsibilities

• Administer vehicle assignments, transfers, acquisitions, and disposals
• Maintain driver records, MVR approvals, license information, and CDL Clearinghouse compliance.
• Coordinate vehicle registrations, inspections, insurance documentation, and compliance requirements.
• Manage fleet asset records, including active, inactive, and down units.
• Administer GPS and telematics systems, including device tracking and troubleshooting.
• Support fleet maintenance activities, recalls, repair approvals, and vendor coordination.
• Reconcile fleet-related invoices, billing, credits, and maintenance expenses.
• Prepare and maintain fleet reports, compliance records, and operational tracking data.
• Serve as a fleet resource for drivers, operations personnel, and administrative teams.
• Administer the company''s asset tracking program for tools and equipment valued at $1,000 or greater, including data entry, assignment documentation, audits, transfers, and reporting to support operational and financial controls.

Qualifications

Preferred Qualifications:

• Experience administering vehicle fleets, driver qualification files, MVR programs, registrations, or vehicle compliance processes.
• Knowledge of DOT regulations, CDL requirements, FMCSA standards, or motor vehicle compliance practices.
• Experience working with fleet maintenance vendors, leasing companies, insurance providers, or telematics platforms.
• Familiarity with vehicle acquisitions, disposals, transfers, registrations, and fleet asset tracking.
• Mechanical aptitude or general understanding of vehicle maintenance concepts is beneficial when coordinating repairs, recalls, and maintenance activities

Required:

• Valid driver''s license with an acceptable driving record.
• Administrative experience, preferably supporting fleet operations, transportation, equipment management, logistics, or a related function.
• Experience maintaining detailed records and managing multiple administrative processes simultaneously.
• Proficiency with Microsoft Office Suite, particularly Excel, Outlook, and Word.
• Ability to learn and effectively utilize fleet management, GPS/telematics, vehicle management, and HR-related information systems.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Effective verbal and written communication skills with the ability to interact professionally with employees, managers, vendors, and external agencies.
• Ability to prioritize workload, meet deadlines, and manage competing priorities in a fast-paced environment.
• Demonstrated ability to maintain confidential employee, driver, and company asset information.
• Strong problem-solving and customer service skills with a focus on supporting field operations and drivers.
• Ability to analyze billing, compliance, and operational data to identify discrepancies and ensure accuracy.
• Proven experience coordinating with multiple departments and external vendors to resolve issues and maintain service continuity.

Physical Demands

• Primarily works in an office environment with frequent use of a computer, phone, and other standard office equipment.
• Frequently required to sit, stand, walk, reach, and use hands and fingers to operate computer equipment and handle documents.
• Must be able to communicate effectively in person, by telephone, and through electronic communications.
• Occasionally required to travel to company offices, vendor locations, vehicle storage areas, or job sites to inspect assets, verify information, or support fleet operations.
• May occasionally be required to enter vehicle yards, maintenance facilities, or outdoor work environments where exposure to varying weather conditions may occur.
• Must be able to review vehicle information, inspection reports, registrations, and other documentation in both electronic and paper formats.
• Occasionally required to lift and carry files, supplies, or equipment weighing up to 25 pounds.
• Ability to maintain regular attendance and work extended hours when necessary to meet business needs.

Work Environment

• Primarily works in a professional office environment using a computer, telephone, and fleet management systems to support daily operations.
• Regular interaction with employees, drivers, supervisors, vendors, leasing companies, maintenance providers, insurance representatives, and regulatory agencies.
• Frequently required to visit company yards, parking locations, distribution centers, maintenance facilities, and vendor locations to coordinate vehicle assignments, transfers, inspections, registrations, and fleet activities.
• May be required to drive or arrange transportation of company vehicles and trucks between company locations, maintenance facilities, dealerships, upfitters, inspection sites, and other service providers.
• Occasionally works in outdoor environments and around moving vehicles, construction equipment, and active fleet operations where exposure to varying weather conditions, noise, dust, and traffic may occur.
• Requires balancing administrative responsibilities with field-based coordination to ensure fleet assets remain compliant, properly maintained, and available to support business operations.
• Must be able to manage multiple priorities while maintaining a high level of accuracy, organization, customer service, and confidentiality.

Benefits

• Comprehensive health coverage (medical, dental, vision, prescription)
• Telehealth access and HSA/FSA options
• Employer-paid Life, Accident, and Disability Insurance
• Paid time off, + 7 paid holidays
• Opportunities for professional growth through educational assistance and career development programs
• 401(k) Savings Plan
• College Coach, and
• Employee Assistance Program

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

Affirmative Action Policy

Please review our Affirmative Action Policy.

Notice to Prospective Employees

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR's normal application process - it is probably fraudulent.