WHAT DOES A FLEET COORDINATOR DO?

Published: Apr 15, 2025 – The Fleet Coordinator coordinates incident management by organizing towing, repairs, insurance claims, and rental arrangements, while tracking and closing each case. This position ensures compliance with DOT regulations by managing DVIR logs, service hours, and driver qualifications, and keeps all vehicle documents and registrations up-to-date. The coordinator also oversees vendor relationships, vehicle procurement, and safety initiatives, while maintaining fleet records, telematics systems, and generating reports for leadership.

A Review of Professional Skills and Functions for Fleet Coordinator

1. Fleet Coordinator Role Purpose

  • Documentation: Responsible for updating vehicle registrations and inspections, logs, and maintenance of records and fuel cards
  • Procurement: Create and issue purchase orders while processing and preparing invoices
  • Scheduling: Manage preventive schedules and coordinate with team members to complete repairs
  • Reporting: Assist with invoicing, mileage reporting, and working with finance to facilitate payments to invoices
  • Logistics: Assist with ordering parts over the phone and arrange shipping accordingly
  • Data Entry: Input new vehicles into maintenance, insurance, and registration programs
  • Records Management: Maintain physical copies of all maintenance records and checklists for each asset
  • Compliance: Maintain drivers’ logs and pre/post checks, fuel receipts
  • Analytics: Produce reports from fleet maintenance and GPS programs
  • Verification: Verify 407 invoices and work with the finance team to do it

2. Fleet Coordinator General Responsibilities

  • Fleet Coordination: Take responsibility for the coordination and administration of the fleet
  • Needs Assessment: Identify company needs for vehicles and plant requirements, and ensure vehicles/plants are ordered and onboard for new starters and projects
  • Sourcing: Identify the best deals for lease hire vehicles and plant
  • Cost Control: Control maintenance spend on all fleet vehicles and authorise vehicle repairs, apply cost control methods to ensure the most economical repair methods are applied
  • Service Scheduling: Take responsibility for booking and coordinating MOTs and services
  • Downtime Reduction: Ensure strict servicing and maintenance times to minimise downtime
  • Insurance Management: Deal with insurance for company vehicles and plant
  • Usage Authorization: Take responsibility for controlling and authorising all use of the plant
  • Rental Management: Place rental bookings to cover vehicles off the road
  • Billing: Identify rechargeable items and the process for billing
  • Compliance: Handle any penalty notices or traffic offences
  • Warranty Review: Highlight warranty issues to reduce fleet costs

3. Fleet Coordinator Key Accountabilities

  • Communication: Professionally administer all incoming/outbound calls about the management of fleet records
  • Tracking: Keeps track of parts requests and submitted documents
  • Data Entry: Prepares and sorts parts requests, identifies, and interprets data to be entered on the spreadsheet
  • Issue Resolution: Contacts the preparers of parts requests to resolve questions, inconsistencies, or missing data
  • Data Verification: Confirms the accuracy of data such as unit numbers, VINs, work order numbers, etc.
  • Quality Control: Reviews and makes necessary corrections to the information entered
  • Records Management: Assists in establishing and maintaining an effective and efficient records management system
  • Reporting: Generates reports and responds to inquiries regarding entered data
  • Asset Management: Take responsibility for maintaining, scheduling, and tracking fleet asset use
  • Lifecycle Management: Updates asset life-cycles and vehicle/equipment specifications
  • Process Improvement: Identifies opportunities for continuous improvement and implementation of best practices within the fleet and asset management group
  • Project Support: Supports fleet projects or regulatory changes

4. Fleet Coordinator Roles and Details

  • Service Planning: Timely forecasting and planning of all scheduled servicing tasks, including identification of part requirements and raising service and POs
  • Dispatch Coordination: Monitoring and responding to fleet allocation to an available technician for diagnosis and dispatch of a technician to the site
  • Quoting and Invoicing: Preparing quotes, invoices for all parts and services, and obtaining customer POs
  • Compliance Review: Review of Field Service Reports for compliance
  • Reporting: Reporting, including monthly customer reporting of damaged events
  • Driver Records: Review MVR reports for drivers and document accordingly
  • Asset Liquidation: Coordinate the auctioning and liquidation of fleet assets, including gathering information, taking pictures, setting minimum prices, drafting paperwork, coordinating with vendors, and overseeing the sale of the assets
  • Forecasting: Forecast replacement needs and fleet financials for the next budget fiscal year
  • Process Development: Establish or improve procedures involving all fleet-related issues and operations
  • Training Administration: Administer initial, annual, and remedial fleet training
  • Vehicle Operation: Drive company vehicles to fulfill responsibilities
  • Strategy Advising: Advise management on fleet management strategies and opportunities for improvement

5. Fleet Coordinator Responsibilities and Key Tasks

  • Incident Management: Handle the incident process, including obtaining reports and documentation, coordinating the towing and repair of company vehicles, filing claims with the insurance, arranging for rental vehicles, tracking incidents, and closing out files once everything is complete
  • DOT Compliance: Track and manage DOT compliance for one of the companies, including DVIR logs, hours of service logs, and driver qualification files
  • Vendor Relations: Develop and maintain outside vendor and service provider relationships
  • Price Analysis: Conduct regular price comparisons and vendor reviews
  • Procurement: Process new vehicle orders, including requesting quotes, obtaining manager approval, placing orders, ordering auxiliary items (safety kits, toll tags, decals, campers, etc.), tracking delivery, reviewing paperwork, and processing invoices
  • Registration Management: Maintain records of and manage the inspection and registration process for all vehicles
  • Tool Management: Establish, manage, and maintain tools for all vehicles
  • Data Management: Collect, review, and maintain information on vehicle spreadsheets using client communications and monthly vehicle reports
  • Telematics Management: Manage telematics and ensure all data, geofences, and employee addresses are updated
  • Reporting: Provide reports and information to managers
  • Fleet Safety: Manage and promote safety throughout the fleet by maintaining safety kits in vehicles, providing monthly safety news/topics, tracking incidents, and promoting safe practices