Fleet Coordinator

About Us:

Rex Moore continues to be powered by amazing employees just like you for over 100 years. Together we are building a world that is safe, comfortable, and sustainable. Our diverse team of experts spreading to National territories create innovative, integrated solutions to make cities more connected, buildings more intelligent and environments more comfortable and secure.

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Job Overview: The Fleet Coordinator starts by reviewing the maintenance dashboard to identify any vehicles with upcoming service due and sends notifications to the assigned drivers and their supervisors. Throughout the day they process incoming expense receipts from field crews, update vehicle records in the GPS system as assignments change, and field calls from drivers who need updated insurance cards or registration documents. As registration renewal dates approach, they pull the required paperwork, coordinate with the DMV or vendor, and make sure the new documents reach the driver before the expiration.

Key Responsibilities and Essential Tasks:

• Maintain and update vehicle records in GPS and fleet management systems, including unit numbers, assigned drivers, and vehicle specifications
• Process vehicle registrations, renewals, and title documentation; distribute updated registration cards to drivers
• Coordinate with drivers and the Fleet Manager to collect and track vehicle expense receipts; enter data into fleet expense tracking system
• Monitor maintenance schedules for all fleet vehicles; proactively notify drivers and the Fleet Manager of upcoming oil changes, inspections, and scheduled service
• Distribute current insurance certificates and registration documents to drivers; maintain an organized digital and physical filing system for all fleet documents
• Assist with vendor coordination for vehicle repairs, service appointments, and upfitting as directed by the Fleet Manager
• Generate regular fleet status reports including mileage, maintenance due dates, registration expiration dates, and expense summaries
• Support onboarding of new fleet vehicles including data entry, document filing, and driver notification
• Respond to driver inquiries regarding vehicle documentation, insurance, and maintenance scheduling
• Perform general administrative support duties as assigned to support fleet operations
  
  
  

What's in it for You?

We're growing and need people excited about honing their craft and developing their career. If you're ready to push your skill level, learn something new every day, and be part of tomorrow's energy source, join the Rex Moore Family.

Some of the benefits you may be eligible for as an employee are:

• Health Benefits
• 401(k) with Company Match
• Life and Disability Benefits
• Paid Holidays & Paid time off
• Access to multiple types of training
• Opportunities for Self-development and Career Progression
• Wellness Benefits & Employee Assistance Program
• Family Leave (Maternity, Paternity)
• Tuition Reimbursement Program
  
  
  

Career Advancement:

At Rex Moore, we provide amazing job opportunities for growth with competitive salaries and benefits in an exciting, dynamic, fast-paced, and fun workplace environment. Are you looking to build a strong career? Then we have an opportunity for you!

Compensation:

Rex Moore pays hourly/salary rates commensurate with each employee’s knowledge, experience and skill level.

Work environment:

Work is performed in an office environment. This position may be required to travel to other office locations.

LOCATION:

Rex Moore and affiliated offices are located throughout California and Nevada.

Reporting Structure:

Reports to – Fleet Manager

Department – Facilities and Fleet

Qualifications

Knowledge, Skills and Abilities:

• Strong organizational skills with the ability to manage multiple tasks, deadlines, and priorities simultaneously
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook); ability to learn fleet management and GPS software systems
• Excellent attention to detail; accuracy in data entry and record keeping is essential
• Strong written and verbal communication skills; ability to communicate clearly with drivers, vendors, and management
• Ability to work independently and take initiative with minimal supervision
• Experience in an administrative, fleet, logistics, or operations support role preferred
• Familiarity with vehicle registration, insurance documentation, or DMV processes is a plus
• Customer service orientation with a professional and responsive approach
  
  
  

Physical Requirements:

• Ability to verbally communicate: convey detailed and accurate instructions and information.
• Ability to hear with or without correction in order to receive and interpret detailed information.
• Required to sit at a desk work station for long and short periods of time.
• Push, pull, lift and carry at least 10 pounds.
• Occasionally required to walk and stand.
• Required to have visual acuity with or without correction in order to read and interpret contract information and view information on a computer monitor.
• Required to use fingers and hands: type using a computer keyboard, handle, feel, and reach.
• May occasionally be required to stoop, kneel, and crouch.