Fleet Coordinator

Job Title: Fleet Coordinator

Classification: Non-Exempt

Reports To: Branch Manager

Position Type: Full Time

Work Schedule: M-F 8:00 AM – 5:00 PM

Work Location: Varies

Job Summary: The Fleet Coordinator plays a key role in supporting the efficient operation, readiness, and utilization of the rental fleet, including shuttle buses and vans. This position is responsible for coordinating multiple parts of the fleet management process, including tracking unit availability, monitoring maintenance status, supporting customer check-ins and check-outs, maintaining accurate fleet records, and preparing required documentation to support timely billing and internal communication. The Fleet Coordinator works closely with the Branch Manager, internal rental team members, service providers, vendors, and customers to help ensure vehicles are clean, properly documented, available when needed, and prepared for rental use. This role also provides occasional hands-on support to the rental department, which may include moving vehicles, assisting with vehicle staging, and performing minor cleaning or readiness tasks as needed.

Essential Functions:

• Review and authorize repairs with vendors.

• Develop and implement procedures to ensure the efficient operation and utilization of the fleet.

• Track fleet maintenance completion in accordance with intervals of maintenance for all rental units.

• Must be able to develop and maintain relationships with customers and vendors.

• Preparing necessary paperwork and delivering it to accounting to ensure timely invoicing.

• Ensure customers are rebilled for excessive mileage, fuel fees, cleaning fees, damages, and delivery fees.

• Maintain fleet readiness by communicating daily with external and internal service providers.

• Frequent review and update of the tracking spreadsheet, sell over list, and detailed unit calendar.

• Attending company meetings as required.

• Contribute to team effort by accomplishing related results as needed.

• All other duties as assigned.

Competencies:

• Teamwork

• Communication

• Product Expertise

• Problem-Solving

• Customer Service

Supervisory Responsibilities:

None

Work Environment:

Retail rental desk, parking lots, service department, detailing bays, and other company work areas. Work may take place outside during inclement weather, as necessary.

Physical Demands:

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; talk or hear. The employee must occasionally lift or move office products and supplies, up to 20 pounds.

Required Education/Experience/Certifications:

• High school degree or equivalent

• Valid Driver’s license with clean driving record

Preferred Education/Experience/Certifications :

• Prior experience with Fleet coordination or management.

Travel Requirements

None

Other Duties

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

AAP/EEO Statement

Master’s Transportation is committed to the principles of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is our intent to maintain a work environment that is free of harassment, discrimination, or retaliation because of age, race, color, national origin, ancestry, religion, sex, pregnancy (including childbirth, lactation, and related medical conditions), physical or mental disability, genetic information (including testing and characteristics), veteran status, uniformed service member status, or any other status protected by federal, state, or local laws. Master's Transportation is dedicated to the fulfillment of this policy regarding all aspects of employment, including but not limited to recruiting, hiring, placement, transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.