What are the responsibilities and job description for the Fleet Coordinator position at Strata Clean Energy?
Essential Duties And Responsibilities
Fleet Administration & Maintenance Support
Fleet Administration & Maintenance Support
- Schedule and track regular vehicle maintenance, repairs, inspections, recalls, and warranty work.
- Maintain detailed fleet records including VINs, assignments, service history, insurance cards, and registration status.
- Support vehicle lifecycle processes, including onboarding new vehicles, coordinating upfitting, managing returns, and preparing vehicles for disposal.
- Monitor vehicles that require frequent repairs and flag potential root-cause issues (e.g., driver behavior, vehicle age, incorrect assignments).
- Monitor Motive alerts for accidents, unsafe driving behaviors, hard stops, speeding, and distracted driving.
- Escalate serious or repeated issues to the Fleet Manager and HR per Fleet Policy guidelines.
- Ensure internal and external vehicle cameras remain functional and properly assigned in Motive.
- Pull footage as requested for HR, Safety, Legal, or incident response needs.
- Coordinate the quarterly employee vehicle inspection process, ensuring forms are completed thoroughly and on time.
- Track inspection submissions, follow up on missing items, and escalate discrepancies or concerns.
- Maintain photo documentation and inspection logs.
- Track, issue, and deactivate gas cards as needed.
- Monitor fuel usage patterns and identify potential fraud, misuse, or excessive consumption.
- Ensure accurate fuel cost allocation to the proper departments and cost centers.
- Maintain up-to-date records of which employee is assigned to each vehicle.
- Assist with preparing reports on:
- Fleet utilization
- Fuel consumption
- Maintenance activity
- Driver behavior
- Departmental fleet costs
- Help reconcile vendor invoices and coordinate billing with Finance.
- Serve as the first point of contact for employee fleet questions, issues, and support requests.
- Provide timely, professional assistance to field teams, supervisors, and managers.
- Help onboard new hires who are assigned vehicles (training on policy, Motive, fuel cards, etc.).
- Assist with vendor management, gathering quotes, scheduling services, and tracking purchase orders.
- Support compliance activities including insurance renewals, registration cycles, and fleet audits.
- Provide backup support for other fleet tasks as needed.
