Fleet and Facilities Coordinator

Townsend Energy | Danvers, MASince 1931, Townsend Energy has been a trusted provider of energy solutions and HVAC services for homeowners and light commercial customers. Customer satisfaction remains the foundation of our success, and we take pride in delivering reliable service and support to every client.Fleet and Facilities Coordinator Pay: $34.00 - $38.00 per hour, depending on experienceWork Hours: Monday through Friday - Full TimeJob Summary:The Fleet & Facilities Coordinator provides administrative, coordination, and documentation support for Townsend Energy's fleet, facilities, telematics, licensing, permitting, fuel card, vendor, and compliance-related processes. This position helps ensure that company vehicles, drivers, facilities, permits, licenses, inspections, fuel cards, telematics devices, vendor records, and related documentation are accurately maintained.Administrative coordination and document support tasks to support fleet and facilities leadership by owning routine coordination, tracking, reminders, documentation, and follow-up processes.Benefits Package: Medical Insurance with company contribution for individuals and family; FSA and HSA optionsVision and Dental InsuranceBasic Life and AD&D InsuranceLong-Term Disability401k with company match80 hours of vacation; accrued40 hours of sick leave9 Paid Holidays, including floating holidaysEmployee Assistance ProgramOther supplemental insurance options availableWhat You'll Be Doing: Add, update, and deactivate drivers, vehicles, equipment, locations, users, and other records in Samsara, Foley, Embark, fuel card systems, maintenance systems, spreadsheets, and other assigned platforms.Maintains accurate driver, vehicle, equipment, location, department, and user profile information in assigned fleet and facility systems.Coordinates fleet-related onboarding and offboarding steps for drivers, vehicles, equipment, and assigned company assets.Maintains a current fuel card inventory showing card status, assigned driver, assigned vehicle, department, location, issue date, cancellation date, replacement history, and other assigned control information.Maintains vehicle files and a master fleet list that includes vehicle number, VIN, plate, registration expiration, inspection expiration, department, location, assigned driver where applicable, fuel card, telematics device, insurance status, and vehicle status.Coordinates vehicle registration renewals, plate transfers, updated insurance cards, inspection documentation, permit records, and related paperwork as directed.Coordinates with Mechanics, the Fleet Supervisor, Safety/Risk, IT, telematics vendors, and other personnel to support installation, troubleshooting, replacement, and documentation of telematics equipmentRoutes vendor invoices, cost questions, contract questions, insurance concerns, or scope concerns to the appropriate manager or Finance for review and approval.Working with Vendors, and department managersWhat It Takes:Prior experience supporting fleet, facilities, construction, energy, fuel, propane, HVAC, maintenance, safety, compliance, or multi-site operationsAssociate degree, administrative certification, fleet administration experience, facilities administration experience, business administration experience, or equivalent experience desiredExperience with fleet management systems, telematics systems, fuel card systems, compliance platforms, maintenance tracking systems, HRIS platforms, or similar business systems technologyStrong organizational skills and ability to manage multiple deadlines, records, platforms, renewals, requests, vendors, and follow-up itemsAbility to maintain accurate records, track details, identify inconsistencies, and follow items through to completionAbility to communicate professionally with employees, drivers, supervisors, managers, vendors, agencies, and internal departmentsMicrosoft Office, Outlook, Excel, Teams, SharePoint, PDF tools, and web-based platform experienceAbility to occasionally lift, carry, push, or pull documents, boxes, supplies, files, or equipment weighing up to 25 pounds.Valid driver's license preferred if travel to company locations, vendors, or agency offices is requiredMust demonstrate professionalism, discretion, dependability, attention to detail, accountability, and commitment to safe and compliant operationsCandidates will be required to pass a background check and drug test upon being given a conditional offer of employment.