Fleet Coordinator

Tokyo Gardens Company (TGC) is a Houston-based company providing full-service sushi and Asian food operations in retail stores universities and corporate offices nationwide for over 20 years. Our company is growing rapidly and every team member plays a key role in that growth. Our success is driven by delivering real results for our clients. Its also enabled by our culture which supports personal growth and development fosters an inclusive work culture and rewards innovation and excellence.

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Job Title: Fleet Coordinator

Position Description:

The Fleet Coordinator supports the day-to-day administration tracking and coordination of the companys vehicle fleet including corporate sedans refrigerated vans box trucks and rental vehicles. This role is the primary liaison for any fleet related needs and ensures fleet assets are compliant well-maintained accurately documented and available to meet operational requirements. The position works closely with drivers vendors insurance providers and internal partners such as Accounting Operations and IT.

Essential Duties and Responsibilities:

Fleet Operations & Asset Management

• Coordinate the acquisition assignment and distribution of company-owned and rental vehicles.
• Set up new drivers in fleet systems and assign vehicles ensuring accurate driver-to-vehicle records for mileage costing and reporting.
• Maintain accurate records of vehicle and driver assignments including additions changes and retirements.
• Ensure fleet vehicles are available clean safe and in good working condition.
• Transport vehicles to local service providers garages and car wash facilities as needed.
• Identify opportunities for improvement in fleet processes and support the implementation of streamlined solutions.

Maintenance Compliance & Safety

• Collaborate with cross functional stakeholders to schedule and coordinate preventative maintenance inspections and vehicle repairs including box trucks and refrigerated vans.
• Monitor vehicle registrations titles toll tags and insurance documentation to ensure legal compliance for public road use.
• Track and process tag registration and renewal purchases for fleet vehicles.
• Serve as a point of contact for fleet and DOT-related administrative needs facilitating accident reporting and maintaining required documentation.
• Monitor GPS and fleet tracking systems to support compliance safety usage visibility and reporting.
• Assist with bi-annual mileage assessments in accordance with IRS regulations.
• Identify recurring driver performance trends propose solutions and support the development and delivery of training and educational content as needed.

Systems Reporting & Documentation

• Enter update and maintain vehicle driver equipment and asset data in fleet management and tracking systems (e.g. Fleet Complete).
• Ensure rental vehicles (e.g. Ryder trucks) are properly set up in fleet systems coordinating with IT as needed for accurate tracking and reporting.
• Maintain organized electronic and physical filing systems for fleet records including active and retired vehicles.
• Monitor fleet system data for accuracy completeness and compliance with company standards.

Financial & Vendor Support

• Process and track daily and monthly fleet-related invoices.
• Assist with fuel card administration including ordering replacements and monitoring usage.
• Support cost tracking and inventory reporting related to fleet growth and replacement planning.
• Work with vehicle vendors and representatives to support purchasing activities and ensure contracted pricing and discounts are applied.
• Maintain files and documentation related to new vehicle purchases and disposals.

Logistics Support

• Provide administrative and coordination support to Logistics team as needed to ensure vehicles and drivers are properly aligned with operational demands.
• Coordinate vehicle availability with logistics schedules to minimize downtime and service disruptions.
• Support tracking and documentation for logistics-related vehicle usage including mileage utilization and assignment changes.

General Administrative Support

• Assist with ordering fleet-related supplies parts and services.
• Lead and contribute to ad-hoc fleet projects and reporting requests.
• Perform additional duties as assigned by management.

• Associates or Bachelors degree in Business Logistics Finance or a related field preferred but not required.
• 13 years of experience in a fleet asset-intensive logistics operations or administrative role preferred.
• Experience with fleet management systems or asset tracking tools is a plus.
• Experience processing invoices or working with accounting/finance teams is beneficial.
• Valid drivers license and ability to operate company vehicles as required.
• Strong organizational skills with a high attention to detail.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Strong interpersonal skills with a friendly professional and approachable demeanor.
• Strong verbal and written communication skills.
• Service-oriented mindset with a willingness to help others and take ownership of requests.
• Proficient in Microsoft Office particularly Excel and Word
• Knowledge of DOT regulations and ELD compliance.
• Analytical and problem-solving mindset.
• Intermediate mechanical or technical vehicle knowledge preferred.
• Working knowledge (or ability to learn) vehicle insurance risk management and compliance requirements.

Benefits:

• Paid Time Off
• Paid health benefits (Medical Dental Vision Life Short Term Disability insurance)
• 401k plan with company match
• Annual bonus incentive

Additional Information:

• Work location: Onsite Houston HQ office Monday to Friday 9am - 5pm
• Job Type: Full Time Non-Exempt

Tokyo Gardens Company is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race religion color national origin gender (including pregnancy childbirth or related medical conditions) sexual orientation gender identity gender expression age status as a protected veteran status as an individual with a disability or other applicable legally protected characteristics.