Fleet Coordinator Job Description [Updated for 2025]

In the fast-paced world of transportation, the importance of fleet coordinators is increasingly evident.

As logistics evolve and expand, the demand for skilled professionals who can efficiently manage, optimize, and protect our fleet operations escalates.

But let’s delve deeper: What’s truly expected from a fleet coordinator?

Whether you are:

• A job seeker trying to understand the essence of this role,
• A hiring manager drafting the perfect candidate profile,
• Or simply fascinated by the intricacies of fleet management,

You’re in the right place.

Today, we present a customizable fleet coordinator job description template, designed for effortless posting on job boards or career sites.

Let’s dive right in.

Fleet Coordinator Duties and Responsibilities

Fleet Coordinators are responsible for managing and overseeing an organization’s vehicle fleet.

They ensure that all vehicles are in good working condition, comply with regulations, and are used effectively.

They have the following duties and responsibilities:

• Organize and manage the maintenance and repair of the fleet to ensure vehicles are operational and safe
• Monitor and track vehicle usage, including fuel consumption, mileage, and location
• Ensure fleet operations comply with local and federal regulations and company policies
• Manage vehicle registrations, inspections, repairs, and maintenance schedules
• Coordinate driver schedules and assignments to maximize efficiency
• Maintain accurate records of vehicle inventory, maintenance, and repair logs
• Identify and implement cost-saving measures related to fleet management
• Develop and implement fleet policies and procedures
• Address and resolve any issues or complaints regarding the vehicles or drivers

 

Fleet Coordinator Job Description Template

Job Brief

We are seeking a detail-oriented and organized Fleet Coordinator to manage our fleet operations.

The Fleet Coordinator’s responsibilities include scheduling regular vehicle maintenance, keeping detailed records of vehicle servicing and inspection, and monitoring the usage of our fleet.

Our ideal candidates are familiar with fleet management systems, have excellent communication skills, and are able to ensure the smooth running of fleet operations.

Ultimately, the role of the Fleet Coordinator is to ensure that all vehicles are properly maintained, and in compliance with all company policies and transportation laws.

 

Responsibilities

• Coordinate and manage the schedule of fleet maintenance and repairs
• Keep organized records of vehicles, schedules, and completed orders
• Ensure compliance with company policies and procedures
• Coordinate driver schedules to optimize fleet usage
• Monitor and report on fuel consumption, mileage, and driver behavior
• Implement strategies for saving on fleet costs
• Ensure compliance with all transportation laws
• Manage fleet inventory effectively
• Handle any fleet-related concerns or complaints
• Assist with vehicle registration and insurance

 

Qualifications

• Proven work experience as a Fleet Coordinator or similar role
• Strong organizational and multitasking abilities
• Knowledge of fleet management and transportation laws
• Good understanding of safety regulations and servicing
• Ability to work well under pressure
• Excellent communication and management skills
• Proficient with fleet management software
• Bachelor’s degree in Logistics, Transportation, or a related field

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Fleet Coordinator
• Work Environment: Office setting with occasional field visits. Some travel may be required for inspections or meetings.
• Reporting Structure: Reports to the Fleet Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $50,000 minimum to $70,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Fleet Coordinator Do?

Fleet Coordinators are employed across various industries that require the management of a fleet of vehicles.

This includes transportation, logistics, construction, and rental car companies, among others.

They are responsible for the daily operation and management of the company’s fleet of vehicles.

Their tasks often include scheduling maintenance, ensuring compliance with safety regulations, and coordinating vehicle inspections.

Fleet Coordinators also manage the dispatch of vehicles and drivers, ensuring that all routes are properly planned and that all deliveries or pickups are made on time.

They need to effectively communicate with drivers to address any issues or concerns.

They play a key role in managing fuel costs, tracking mileage, and optimizing the utilization of the fleet.

They also keep detailed records of vehicle usage and maintenance, ensuring that all vehicles are serviced and repaired as needed.

Fleet Coordinators may also be involved in the procurement of new vehicles and the disposal of old ones.

They ensure that all vehicles meet company standards and legal requirements.

In some roles, Fleet Coordinators may also be responsible for driver hiring, training, and performance management.

They ensure that all drivers comply with company policies and regulations, as well as with local and national road laws.

 

Fleet Coordinator Qualifications and Skills

A competent fleet coordinator should have the skills and qualifications that align with the demands of the position, such as:

• Excellent organizational skills to manage vehicle inventories, schedules, and to coordinate with other departments for optimum fleet utilization.
• Strong communication skills to convey information effectively between drivers, maintenance personnel, and upper management.
• Attention to detail and analytical thinking are essential for tracking and analyzing fleet data, managing logistics, and optimizing routes.
• Technical knowledge of vehicle maintenance and repair to accurately assess fleet needs and schedule appropriate service.
• Problem-solving skills to quickly react and solve issues related to vehicle breakdowns, route changes, and driver scheduling.
• Understanding of fleet management systems and software to monitor vehicle and fuel usage, track drivers, and maintain records.
• Knowledge of safety and compliance regulations to ensure that all fleet operations are carried out within the law.
• Customer service skills to liaise with internal and external stakeholders, ensuring their needs are met and fostering a positive company image.

 

Fleet Coordinator Experience Requirements

Fleet Coordinators generally need a minimum of 1 to 2 years of experience in fleet management, logistics, or a related field.

This experience can be gained through entry-level positions in logistics, transportation, or operations management.

Internship experience in logistics or supply chain management can also be beneficial for aspiring Fleet Coordinators.

These professionals often learn the ins and outs of vehicle maintenance, route optimization, driver management, and inventory control, which are all critical areas in fleet coordination.

Candidates with more than 3 years of experience often possess advanced skills in fleet management software, maintenance scheduling, and regulatory compliance.

They may also have developed strong communication and problem-solving skills through their interaction with different stakeholders such as drivers, maintenance technicians, and suppliers.

Those with more than 5 years of experience may have leadership experience and the capability to oversee a team of drivers, technicians, or junior coordinators.

They are often ready to handle more complex fleet coordination tasks and may be suited for a managerial or supervisory position.

 

Fleet Coordinator Education and Training Requirements

A Fleet Coordinator generally requires a high school diploma or equivalent.

A bachelor’s degree in logistics, transportation, or a related field can be beneficial but is not always necessary.

They should have knowledge of vehicle maintenance and safety regulations, and a strong background in logistics and fleet management.

It is vital for Fleet Coordinators to be familiar with fleet management software and GPS tracking systems.

They should also have good communication, negotiation, and problem-solving skills.

Certifications such as Certified Automotive Fleet Manager (CAFM) or Certified Automotive Fleet Specialist (CAFS) can be advantageous as they demonstrate a commitment to the industry and a high level of expertise.

Many Fleet Coordinators learn their duties on the job.

However, some may also gain experience and knowledge through internships or entry-level positions in logistics or transportation companies.

Continuing education and professional development are important in this role, as technology and regulations in the transportation industry are constantly changing.

 

Fleet Coordinator Salary Expectations

A Fleet Coordinator earns an average salary of $53,478 (USD) per year.

The actual income may vary depending on the level of experience, education, the size of the fleet they are coordinating, and the geographical location.

 

Fleet Coordinator Job Description FAQs

What skills does a fleet coordinator need?

A fleet coordinator should possess strong organizational skills to manage multiple vehicles and drivers simultaneously.

They should have excellent communication and interpersonal skills to liaise effectively between the drivers, management and other stakeholders.

Additionally, they need to be detail-oriented, able to quickly solve problems and make decisions, and have a strong understanding of fleet management software and systems.

 

Do fleet coordinators need a degree?

While not always required, some employers prefer candidates with a degree in business, logistics, or a related field.

However, relevant work experience in fleet management or transportation can also be considered.

Moreover, knowledge of industry regulations and safety standards is important.

Some roles may require a valid driver’s license.

 

What should you look for in a fleet coordinator’s resume?

A fleet coordinator’s resume should demonstrate their experience in managing and coordinating fleets.

Look for a history of responsibility for vehicle maintenance, scheduling, and compliance with industry regulations.

Proficiency in using fleet management software is also a major plus.

Any certifications related to fleet management or logistics could also be advantageous.

 

What qualities make a good fleet coordinator?

A good fleet coordinator is able to effectively manage multiple tasks at once and make quick decisions under pressure.

They should have strong leadership skills and be able to communicate effectively with a diverse group of people.

Attention to detail is crucial in ensuring all vehicles are properly maintained and adhere to safety regulations.

Problem-solving skills are also essential, as fleet coordinators need to quickly resolve any issues that may arise.

 

How challenging is it to hire fleet coordinators?

Hiring a fleet coordinator can be challenging as this role requires a unique combination of skills, including logistics knowledge, administrative skills, and the ability to manage and communicate with a team.

Candidates need to demonstrate a good understanding of industry regulations and safety standards, and experience in similar roles is often preferred.

Therefore, finding a candidate who ticks all these boxes might require a thorough search and screening process.

 

Conclusion

And there you have it.

Today, we’ve given you an insider’s look at what it truly means to be a fleet coordinator.

Surprised?

It’s not just about managing vehicles.

It’s about steering the logistical course, one vehicle at a time.

With our go-to fleet coordinator job description template and real-world examples, you’re ready to step into the driver’s seat.

But don’t put the brakes on just yet.

Shift gears and explore further with our job description generator. It’s your route to precision-designed job listings or revamping your resume to excellence.

Always remember:

Every vehicle in your fleet forms part of a larger journey.

Let’s navigate that future. Together.

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