Fleet Coordinator

Vintti is a staffing agency that acts as an economic enabler. By connecting US-based SMBs, startups, and firms with top-tier Latin American talent, we drive growth on both sides of the equation. For US businesses, we offer access to a pool of highly skilled professionals at competitive rates, allowing for increased efficiency and scalability. For Latin American workers, we provide opportunities to engage with the US market, fostering professional development and economic advancement. Vintti stands at the intersection of global talent and American enterprise, facilitating partnerships that stimulate economic prosperity across borders.

A Fleet Coordinator plays a crucial role in managing and overseeing a company’s fleet of vehicles to ensure optimal performance, efficiency, and safety. This position involves coordinating vehicle maintenance, scheduling services, and maintaining detailed records of vehicle inspections, licenses, and registrations. The Fleet Coordinator also monitors fuel consumption, routes, and driver activities, ensuring compliance with regulations and company policies. Effective communication and organizational skills are essential, as the role entails liaising with drivers, service providers, and other stakeholders to keep the fleet running smoothly and cost-effectively.

- Bachelor’s degree in logistics, supply chain management, business administration, or related field preferred.
- Proven experience in fleet management or similar role.
- Strong knowledge of vehicle maintenance, repair procedures, and diagnostic systems.
- Familiarity with local, state, and federal transportation regulations.
- Proficiency in fleet management software and GPS tracking systems.
- Excellent organizational and multitasking skills.
- Strong analytical and problem-solving abilities.
- Effective communication and interpersonal skills.
- Ability to work under pressure and handle emergency situations.
- Experience in budget management and cost control.
- Ability to analyze data and prepare detailed reports.
- Strong negotiation skills for dealing with vendors and service providers.
- Attention to detail and accuracy in record-keeping.
- Valid driver’s license and clean driving record.
- Physical ability to perform regular vehicle inspections, including climbing, bending, and lifting.

- Monitor and track fleet vehicle locations, statuses, and conditions.
- Schedule and coordinate routine maintenance, servicing, and repairs.
- Ensure vehicle compliance with local, state, and federal regulations.
- Manage vehicle registrations, insurance, and permits.
- Communicate schedules, concerns, and resolutions to drivers.
- Maintain detailed logs of vehicle usage, maintenance, and expenses.
- Coordinate vehicle assignments and dispatch for optimized efficiency.
- Review and approve fleet-related invoices and expenditures.
- Analyze fleet data for cost reduction and efficiency improvements.
- Develop and update fleet operation policies and procedures.
- Conduct regular vehicle inspections for safety and reliability.
- Handle emergencies, including breakdowns and accidents.
- Collaborate on vehicle purchases or leases with procurement.
- Train and onboard new drivers on company policies and vehicle operation.
- Ensure proper documentation for fleet audits and compliance reviews.
- Liaise with vendors and service providers for maintenance contracts.
- Implement and manage GPS and telematics systems.
- Prepare and present fleet operation performance reports.
- Distribute and manage fuel cards and fleet-related tools.
- Address violations or fines and minimize future occurrences.

The ideal candidate for the Fleet Coordinator role will possess a Bachelor's degree in logistics, supply chain management, business administration, or a related field, and demonstrate proven experience in fleet management or a similar capacity. This individual will have a deep understanding of vehicle maintenance, repair procedures, and diagnostic systems, coupled with familiarity with local, state, and federal transportation regulations. They will exhibit excellent organizational and multitasking abilities, with a keen attention to detail and accuracy that ensures meticulous record-keeping. Proficiency in fleet management software and GPS tracking systems, along with strong analytical and problem-solving skills, will enable them to optimize fleet efficiency and reduce costs. The candidate will excel in effective communication and interpersonal skills, able to engage with drivers and vendors alike, while managing emergencies adeptly. They will bring strong leadership, team management skills, and the ability to work both independently and collaboratively. This person will be proactive in anticipating needs, adaptable to changing demands, and possess a high level of integrity and professionalism. Their analytical mindset and innovative approach will allow them to introduce new technologies and solutions that drive continuous improvement. Above all, their strong work ethic, reliability, and customer-service orientation will ensure the utmost driver satisfaction and operational excellence.

- Monitor and track the location, status, and condition of all vehicles in the fleet.
- Schedule and coordinate routine maintenance, servicing, and repairs of fleet vehicles.
- Ensure vehicles are compliant with all local, state, and federal regulations.
- Process and manage vehicle registrations, insurance, and permits.
- Communicate with drivers to relay schedules, address concerns, and resolve issues.
- Maintain detailed records and logs of vehicle usage, maintenance, and expenses.
- Coordinate vehicle assignments and dispatch to optimize usage and efficiency.
- Review and approve fleet-related invoices and expenditures.
- Analyze fleet data to identify areas for cost reduction and efficiency improvement.
- Develop and update policies and procedures for fleet operations.
- Conduct regular vehicle inspections to ensure safety and reliability.
- Handle emergency situations such as breakdowns or accidents, and arrange for towing or roadside assistance.
- Collaborate with the procurement department to evaluate and recommend vehicle purchases or leases.
- Train and onboard new drivers regarding company policies and vehicle operation guidelines.
- Ensure proper documentation and reporting for fleet audits and compliance reviews.
- Liaise with external vendors and service providers for vehicle repairs and maintenance contracts.
- Implement and manage GPS and telematics systems for vehicle tracking and monitoring.
- Prepare and present reports on fleet operations and performance metrics to management.
- Ensure fuel cards and other fleet-related tools are distributed and managed effectively.
- Address any violations or fines incurred by fleet vehicles and develop strategies to minimize future occurrences.

- Detail-oriented with a strong focus on accuracy.
- Proactive and able to anticipate needs and challenges.
- Strong leadership and team management skills.
- Excellent time management and prioritization abilities.
- Flexibility to adapt to changing demands and schedules.
- Technically proficient with fleet management and tracking software.
- Strong decision-making skills in high-pressure situations.
- Effective communicator with both written and verbal skills.
- Customer-service oriented with a focus on driver satisfaction.
- Reliable and dependable with a strong work ethic.
- Innovative and open to new solutions and technologies.
- Strong negotiation skills for securing favorable contracts.
- High level of integrity and professionalism.
- Ability to work independently and as part of a team.
- Strong analytical mindset for data-driven decision making.

- Competitive salary range based on experience and qualifications.
- Comprehensive health, dental, and vision insurance plans.
- Retirement savings plan with employer matching contributions.
- Paid time off (PTO) including vacation days, sick leave, and holidays.
- Flexible work hours and potential for hybrid work arrangements.
- Professional development opportunities and tuition reimbursement.
- Access to employee wellness programs and resources.
- Company-sponsored training and certification programs.
- Opportunities for career growth and advancement within the company.
- Employee discount programs for various services and products.
- Company-provided vehicles or mileage reimbursement for business use.
- Safety and performance bonuses.
- Life and disability insurance coverage.
- Employee assistance programs for personal and professional support.
- Access to company-sponsored events and team-building activities.
- On-site fitness facilities or gym membership reimbursements.
- Relocation assistance if applicable.
- Parental leave and family support programs.