Shop Coordinator- Automotive

General Description:

We are seeking a detail-oriented Fleet Coordinator to oversee daily fleet support operations with a strong focus on parts inventory management, parts procurement, vehicle registrations, and titling administration. This role is responsible for maintaining accurate records, ensuring timely ordering and availability of fleet parts, and coordinating vehicle documentation compliance for a multi-vehicle operation.

The ideal candidate is highly organized, experienced with inventory systems, and comfortable managing administrative processes in a fast-paced fleet or transportation environment.

Essential Duties and Responsibilities:

Parts Inventory & Ordering

• Maintain accurate fleet parts inventory levels across all locations
• Monitor usage trends and reorder critical parts to minimize vehicle downtime
• Process purchase orders and coordinate with vendors and suppliers
• Track backorders, shipping schedules, and delivery timelines
• Conduct routine inventory audits and reconcile discrepancies
• Maintain organized parts storage areas and inventory records
• Negotiate pricing and establish relationships with parts vendors when applicable
• Ensure warranty parts and returns are processed correctly

Vehicle Registration & Titling

• Manage vehicle registrations, renewals, titles, plates, and related documentation
• Coordinate DMV filings and ensure compliance with state and federal requirements
• Track registration expiration dates and maintain compliance schedules
• Process title transfers for purchased, sold, or reassigned vehicles
• Maintain accurate vehicle records and digital documentation files

Fleet Administrative Support

• Maintain fleet management databases and reporting systems
• Assist with vehicle onboarding and disposal processes
• Support maintenance scheduling and service documentation
• Generate inventory, compliance, and operational reports
• Communicate with management regarding fleet needs
• Ensure records are audit-ready and compliant with company policies

Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or abilities required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Previous experience of Fleet management software specifically FLEETIO a plus
• 2 years of experience in fleet operations, automotive parts, inventory control, or transportation administration preferred
• Knowledge of vehicle registration and titling procedures preferred
• Experience with inventory management systems and purchase ordering
• Strong organizational and multitasking skills
• Proficiency in Microsoft Office, especially Excel
• Excellent communication and problem-solving abilities
• Ability to work independently and manage deadlines

Preferred Qualifications

• Experience with fleet management software
• Automotive industry experience
• Understanding of DOT or transportation compliance requirements
• Experience in fleet operations, automotive parts, inventory control, or transportation administration

Education and/or Experience:
High School Diploma or GED required. One to four years of related experience and/or training in similar duties required.   

Competencies:

To perform the job successfully, an individual should demonstrate the following competencies:

• Language Skills: Ability to read, analyze, and interpret general business documents. Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from managers, clients, customers, and the public.                              
• Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent.
• Reasoning Ability:   Ability to solve practical problems and deal with situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in writing, oral, diagram, or schedule form.                                                
• Computer Skills:   Ability to use a telephone, fax machine, personal computer, copy machine, printers, and calculators.  General knowledge and understanding of the following computer software programs: Microsoft Office.  Ability to learn and use new software programs quickly and efficiently.                                                    
• Other Skills and Abilities: Ability to handle multiple priorities and meet deadlines in a fast-paced work setting while paying attention to detail.  Ability to resolve different problems or issues quickly.  Ability to relate with diverse people in a pleasant manner.                                           
• Physical Demands: While performing the duties of this job, the employee is regularly required to sit and talk or hear others in person or by telephone.  The employee frequently is required to stand and use hands to finger and handle.  The employee is occasionally required to walk.  The employee must occasionally lift and/or move up to 10-20 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Compensation & Benefits

• Competitive hourly pay based on experience
• Health, dental, and vision insurance for full-time employees.
• Paid time off and holidays