Homeoffice Fleet Coordinator chez Airo Mechanical Job Board

About the role

We are seeking an organized and detail-oriented Fleet Coordinator to manage the day-to-day operations of our company’s fleet of service vehicles and equipment. The Fleet Coordinator will be responsible for ensuring vehicles are properly maintained, compliant with regulations, and available to support HVAC and Plumbing projects across multiple locations. This role requires strong organizational skills, vendor management, and the ability to work closely with field supervisors and technicians to ensure efficient fleet operations.

What you'll do

• Oversee scheduling, dispatch, and utilization of company vehicles and equipment.
• Manage preventative maintenance schedules, repairs, and inspections for the fleet.
• Track vehicle registrations, licensing, titles, and insurance compliance.
• Monitor fleet safety and ensure compliance with DOT and state regulations.
• Coordinate fuel cards, GPS/telematics systems, and mileage reporting.
• Maintain accurate records of vehicle assignments, repairs, and costs.
• Work with vendors and service providers for maintenance, repairs, and leasing.
• Support company safety program by monitoring driver compliance and addressing violations or unsafe practices.
• Assist with budgeting, cost tracking, and reporting of fleet expenses.
• Coordinate with project managers and field supervisors to ensure proper vehicle and equipment availability for jobs.
• Manage onboarding and offboarding of company vehicles for employees.
• Recommend improvements in fleet policies and vehicle procurement strategies.
• Monitor and approve vehicle maintenance and data entry for posted receipts submitted through designated fleet email account.
• Assist with and coordinate with Human Resources and Safety Manager to schedule drug screening and processes for Workers Compensation claims for onsite work accidents and protocols.
• Other duties as assigned.

Qualifications

• 3+ years of experience in fleet coordination, logistics, or operations
• Strong knowledge of fleet maintenance and DOT/state vehicle compliance requirements.
• Excellent organizational, communication, and problem-solving skills.
• Proficiency in Microsoft Office Suite; experience with fleet management software a plus.
• Valid driver’s license with clean driving record.
• Experience managing medium-sized fleets (20–100 vehicles).
• Knowledge of OSHA and company safety standards.
• Background in construction, mechanical, or service industry fleet management.

Physical Requirements:

• Must be able to lift up to 20 pounds at a time.
• The ability to communicate information and ideas so others will understand.
• Ability to work in outdoor weather conditions as well as office environments.
• Ability to use technology systems for communication and project management.
• Frequently remains in a stationary position, often standing or sitting for prolonged periods.
• Frequently makes substantial repetitive movements (motions) of the wrists, hands, and/or fingers.
• Frequently moves and raises materials weighing up to 20 pounds.
• Frequently communicates with the public (e.g., potential clients, job candidates, vendors) via phone, email, and in-person, as well as colleagues, on assigned tasks and projects.
• Ability to drive company vehicles for inspections and coordination.