What are the responsibilities and job description for the Regional Fleet Coordinator position at High Star Traffic, Inc.?
The Regional Fleet Coordinator plays a key role in supporting the safe, efficient, and cost-effective operation of High Star’s vehicle fleet. This position serves as the primary administrative and communications link between branch operations, maintenance shops, and the corporate fleet program. Fleet Coordinators ensure that preventive maintenance and service schedules are communicated proactively to operations, service orders are managed and tracked in the company’s garage management software, compliance requirements are met and purchasing and inventory activities are executed effectively. The role also supports cost analysis and fleet lifecycle planning across all branches.
Duties & Responsibilities:
Monitor vehicle safety reports and telematics alerts to identify and address maintenance needs.
Schedule and assign preventive maintenance tasks to senior mechanics.
Create, track, and close service work orders while maintaining accurate fleet records.
Coordinate vehicle downtime with Operations to minimize service disruptions.
Collaborate with managers to plan fleet availability and vehicle rotation.
Manage parts and supply inventory, track usage, and support audits.
Approve and oversee outsourced repairs, ensuring quality and cost efficiency.
Oversee onboarding new fleet assets, including setup of telematics, permits, and registrations.
Maintain DOT/FMSCA compliance documentation and assist with audits.
Supervisor Responsibilities:
None
Education, Certifications & Qualifications:
High School Diploma Required. Associates or Bachelor’s degree in Supply Chain Management, Logistics, or related field preferred.
1-3 years in fleet coordination, service management, or relevant operational support role preferred
Valid driver’s license required with a For Hire endorsement or Class C with a DOT med card
Familiarity with ERP systems, fuel card systems, telematics platforms, and Fleet Management systems (e.g., Wheels, Computer Ease), or equivalent software preferred.
Experience with vendor management, parts procurement, or inventory control preferred.
Knowledge, Skills & Abilities:
Proficiency in data entry systems, Microsoft Suite, and reporting tools.
Knowledge of required regulations, compliance tracking, and permitting processes preferred.
Inventory control knowledge with ability to manage and audit stock effectively.
Effective communicator with the ability to coordinate across departments.
Cost-conscious, data-driven mindset with strong analytical skills.
High attention to detail and accuracy in documentation.
Ability to work independently while remaining adaptable to changing priorities in a dynamic, fast-paced environment.
Physical Demands & Work Environment:
While performing this role, the employee is frequently required to stand, walk, talk, hear, and use hands.
Occasional stooping, kneeling, crouching, or reaching may be required.
May sit for extended periods; may lift and/or move up to 50 pounds with assistance.
Use of office, shop, or fleet-related equipment required.
Work environments may include offices, shops, yards, or outdoor job sites with exposure to weather, noise, or vehicle fumes.
PPE such as high-visibility vests, safety glasses, steel-toed footwear, and hard hats may be required depending on task or site.
High Star Traffic is an Affirmative Action/Equal Opportunity Employer and encourages all people to apply for this position. Disclaimer: The above statements are not intended to be an all-inclusive list of the duties and responsibilities of the job described, nor are they intended to be such a listing of the job requirements. Rather, they are intended to describe the general nature of the job. Company reserves the right to revise or change job duties as the need arises. This job description does not constitute a written or implied contract of employment.