Fleet Systems Coordinator

The Systems Coordinator administers and maintains the company’s fleet and asset management systems, including Fleetio and Samsara, other CRM platforms, and related operational tools. This position ensures accurate and timely asset data, system integrity, and effective coordination of fleet and equipment workflows across multiple service locations.

Key Responsibilities

Asset & Fleet Data Management

• Maintain accurate and up-to-date records for fleet vehicles, containers, compactors, equipment, and other company assets within Fleetio, CRM, and related systems.
• Track asset lifecycle information, including acquisition, deployment, assignment, maintenance, repairs, transfers, and decommissioning.
• Monitor fleet utilization, equipment assignments, and asset locations to provide accurate, real-time visibility to operations.
• Perform regular data audits and validation to identify and correct discrepancies, missing information, or outdated records.
• Ensure asset information is entered consistently and according to established company standards.

Administration

• Serve as the primary administrator for Fleetio and related asset management/CRM systems.
• Manage user accounts, permissions, system settings, workflows, forms, fields, and data standards.
• Develop and maintain standardized forms, reports, dashboards, and templates to support operational needs.
• Troubleshoot system issues and coordinate with software vendors or technical support as needed.
• Provide training, guidance, and ongoing support to system users, including Asset Managers, Master Mechanics, Technicians, and other operational personnel.
• Support system upgrades, new modules, integrations, and other technology implementations.

Operational Coordination

• Prepare daily, weekly, and monthly reports related to fleet availability, maintenance, utilization, asset assignments, and operational activity.
• Coordinate with maintenance teams, mechanics, and managers to ensure timely and accurate updates to asset status, service needs, repairs, and equipment movements.
• Maintain ongoing communication with Dispatch regarding fleet availability and immediately communicate when trucks or equipment enter or return to service.
• Assist with coordinating repairs, inspections, rentals, and other equipment-related activities with internal teams and outside vendors.
• Coordinate with Project Managers to obtain vehicle clearances required for access to designated government facilities.
• Support inventory tracking for parts, tires, oils, fuel, and other fleet-related supplies.

Documentation & Compliance Support

• Support the maintenance of accurate digital asset records and documentation within Fleetio and related systems.
• Ensure asset information and supporting documentation are complete and readily available to appropriate internal teams.
• Coordinate with the Staff Accountant regarding registration, certification, inspection, and other compliance documentation maintained by Accounting.
• Support operational documentation requirements associated with customer and government contracts.

Process Improvement

• Identify gaps, inefficiencies, and opportunities for improvement in asset tracking and fleet management workflows.
• Recommend and implement process improvements that increase data accuracy, efficiency, accountability, and system usability.
• Establish and maintain standardized processes for asset data entry, updates, reporting, and system usage.
• Assist with the implementation of new technology, system enhancements, and process changes.
• Help develop best practices and training materials to improve system adoption and data quality across the organization.

Qualifications

• Minimum of 2 years of experience working with CRM, fleet management, asset management, or similar business systems.
• Experience with Fleetio, Samsara, or comparable fleet/asset management platforms preferred.
• Strong attention to detail with the ability to maintain accurate, reliable, and confidential records.
• Proficiency in data entry, reporting, system administration, and Microsoft Office.
• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• Ability to work effectively across Operations, Maintenance, Dispatch, Project Management, and Accounting teams.
• Strong written and verbal communication skills.
• Basic knowledge of fleet maintenance, vehicle operations, or equipment management, with a strong willingness to learn and develop additional technical knowledge.
• Comfortable working in a fast-paced, multi-site environment.
• Ability to travel approximately 10% within the United States for training and business needs.
• Ability to obtain and maintain required security clearance for access to designated facilities.

Preferred Qualifications

• Experience administering Fleetio, Samsara, or another fleet/asset management platform.
• Experience working with commercial fleet, waste management, construction, transportation, or heavy equipment operations.
• Familiarity with preventative maintenance scheduling and fleet lifecycle management.
• Experience developing operational reports, dashboards, or system workflows.
• Experience supporting government or government-contracted operations.

Success in This Role

Success in this position requires someone who is highly organized, detail-oriented, technically capable, and comfortable working between systems and people. The ideal candidate will take ownership of asset data accuracy, proactively identify issues, communicate effectively with field and administrative teams, and continuously look for ways to improve fleet and asset management processes.

Join us at Zero Waste Solutions, where your expertise will contribute directly to sustainable facility support services while advancing your career in a vibrant team environment!

Pay: $63,000.00 - $73,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person