Fleet Coordinator

POSITION SUMMARY:

Reporting to the Director of Fleet & Safety, the Fleet Coordinator is responsible for the day-to-day administration and coordination of the company fleet. This position supports vehicle assignments, maintenance scheduling, registrations, rentals, vehicle transfers, and fleet recordkeeping to ensure fleet operations run efficiently. The Fleet Coordinator serves as the primary administrative liaison between internal departments, drivers, vendors, leasing companies, and service providers while maintaining accurate fleet information and supporting fleet-related projects.

REQUIREMENTS AND RESPONSIBILITIES:

Fleet Administration:

• Maintain accurate fleet inventory, vehicle records, and driver assignments.
• Coordinate vehicle assignments, transfers, and reassignments.
• Process new vehicle deliveries and vehicle disposals.
• Coordinate vehicle sales, lease returns, and remarketing activities.
• Manage vehicle registration renewals, titles, license plates, and insurance documentation.
• Administer fuel card assignments and replacements.
• Coordinate transportation of vehicles between service centers.
• Assist with vehicle onboarding and offboarding activities.
• Maintain fleet files and supporting documentation.

Maintenance Coordination

• Schedule preventative maintenance services.
• Monitor maintenance due reports and follow up with field personnel.
• Coordinate repairs with approved maintenance vendors.
• Review repair estimates and submit recommendations for management approval.
• Track vehicle downtime and provide regular status updates.
• Assist with warranty documentation and repair scheduling.
• Maintain maintenance records within fleet management systems.

Vendor Coordination

• Coordinate with leasing companies, maintenance providers, registration vendors, and transportation vendors.
• Schedule vehicle deliveries, pickups, repairs, and transportation.
• Track vendor service requests through completion.
• Assist with resolving routine vendor issues and escalate concerns to management when appropriate.

Rental Administration

• Coordinate rental vehicle requests.
• Track rental utilization and vehicle returns.
• Maintain rental records and documentation.
• Assist with monitoring rental expenses.

Internal Customer Support

• Serve as the primary fleet contact for employees regarding:
  • Vehicle assignments
  • Registrations
  • Insurance cards
  • Fuel cards
  • Maintenance scheduling
  • Vehicle transfers 

• Respond to fleet-related questions and coordinate timely resolution.

Other Responsibilities:

• Assist with fleet projects as assigned.
• Support implementation of fleet initiatives directed by management.
• Recommend administrative process improvements.
• Perform other duties as assigned.

COMPETENCIES:

To perform this job successfully, the Fleet Coordinator must be intrinsically motivated, able to solve problems, detail-oriented, and able to stay on task. The requirements listed below are representative of the knowledge, skill, and/or ability required. 

• Excellent organizational skills
• Strong attention to detail
• Ability to manage multiple priorities
• Strong written and verbal communication
• Customer Service Orientation
• Intermediate to advanced Microsoft Excel skills
• Working knowledge of Microsoft Office
• Experience with fleet management software preferred
• Ability to maintain confidential information
• Strong follow-through and problem-solving skills
• Ability to work independently while managing multiple deadlines

EDUCATION AND EXPERIENCE:

• Excellent organizational skills
• Strong attention to detail
• Ability to manage multiple priorities
• Strong written and verbal communication
• Customer Service Orientation
• Intermediate to advanced Microsoft Excel skills
• Working knowledge of Microsoft Office
• Experience with fleet management software preferred
• Ability to maintain confidential information
• Strong follow-through and problem-solving skills
• Ability to work independently while managing multiple deadlines

LOCATION: On-site at The ICEE Company Support Center – La Vergne, TN.

Pay from: $25/hour - Pay is based on experience, education, skills, training, and certifications.

BENEFITS:

The role includes base salary, Health/Dental/Vision Insurance, life Insurance, Paid Time-off, 401(K), and Stock Purchase Plan.

EEO STATEMENT

ICEE is an equal employment opportunity employer and prohibits discriminatory employment actions against, and treatment of, employees and applicants for employment based on actual or perceived Federal, State, and local laws that prohibit employment discrimination on the basis of race, color, age, national origin, ethnicity, alienage, religion or creed, gender, gender identity, pregnancy, marital status, sexual orientation, citizenship, genetic disposition or characteristics, disability or veteran's status, sex offenses,  prior record of arrest or conviction, genetic information or predisposing genetic characteristic,  status as a victim or witness of domestic violence, sex offenses or stalking and unemployment status.