Fleet Coordinator/Office Assistant

Position Summary

Coordinate fleet records, maintenance follow-up and compliance paperwork while providing office and plant
administrative support. Keep information accurate, track deadlines and open issues, and communicate updates
among operations, logistics, drivers, maintenance and accounting.

Key Responsibilities

• Fleet administration: Maintain vehicle, trailer and equipment records, assignments, locations, registrations,

inspections, service intervals and availability. Track mileage, engine hours, telematics alerts, fuel cards and
unusual usage or charges.

• Maintenance coordination: Schedule approved preventive maintenance and repairs; track quotes, approvals,

work orders, parts, downtime, completion records and warranty opportunities. Coordinate roadside service
through the designated manager and escalate unresolved defects promptly.

• Compliance support: Track permits, licenses, renewals and assigned driver qualification records. Review

vehicle inspection and hours-of-service exception reports for missing records or unresolved issues; route
concerns to the responsible lead and track closure. Support onboarding, training records, audits, insurance
requests and incident documentation.

• Logistics and plant records: Update shared schedules, load status and fleet availability. Maintain truck, tanker

and rail shipment files, scale tickets, bills of lading, inventory movements and operator records for wastewater,
depackaging, transloading and oil processing. Flag missing or conflicting information.

• Billing and purchasing: Assemble billing packets; verify quantities, approved rates and supporting documents.

Match vendor invoices to approved work and receipts, resolve missing paperwork, obtain quotes, prepare
purchase requests and track approved orders and deliveries.

• Office assistance: Handle calls, emails, visitors, deliveries and routine inquiries. Maintain files, supplies,

contact lists, meeting notes, action items and handoffs. Gather timekeeping corrections for approval; coordinate
contractor paperwork and protect confidential information.

• Reporting and follow-up: Provide daily status updates, weekly summaries of open items and monthly fleet

and cost reports using reliable source records. Maintain assigned safety, environmental and sampling reminders;
escalate missing records and potential deviations.

Qualifications

High school diploma or equivalent and relevant office, fleet, dispatch, maintenance or plant support experience.
Strong organization, communication, accuracy and follow-through; proficiency with spreadsheets, email and
shared files; ability to learn business and fleet systems. Three or more years of relevant experience and familiarity
with DOT records, maintenance, shipping documents or industrial operations preferred. College degree not
required.

Authority, Work Environment & Performance

No direct reports. Follow delegated approval limits; designated managers and qualified personnel retain regulatory,
technical, safety, operating and financial approval responsibilities. Primarily onsite office work with routine plant and yard
access; follow safety rules and wear required PPE, with reasonable accommodation as applicable. Success is measured by
accurate, timely records, complete billing packets, current fleet status and closure of assigned follow-ups.