Fleet Coordinator

For over seven decades investor-owned utilities municipalities cooperatives and others have entrusted their electrical construction and maintenance needs to Davis H. Elliot Company Inc. (Elliot).

Elliot is a full-service electrical contractor specializing in overhead and underground distribution transmission substations lighting traffic signaling utility locating and industrial/commercial services.

Job Description

We are seeking a Fleet Coordinator to join our Western Region team. This position supports fleet compliance maintenance scheduling vehicle records and fleet readiness so crews have vehicles that are current on required inspections and ready for service.

Position Overview

The Fleet Coordinator coordinates inspection schedules tracks vehicle status maintains accurate fleet documentation and follows issues through resolution. This position supports vehicles throughout their lifecycle from receipt and commissioning through transfer turn-in or sale.

This position reports to the Regional Fleet Manager and works closely with internal maintenance teams external vendors operational leadership and Accounts Payable.

Qualifications and Experience Requirements

Required:

• Experience in fleet administration maintenance coordination scheduling logistics or a related administrative or operational support role.
• Strong organization and attention to detail with the ability to manage multiple schedules deadlines and follow-up items.
• Ability to communicate effectively with shop personnel vendors field leaders and administrative teams.
• Proficiency with Microsoft Excel Outlook and electronic tracking and recordkeeping systems.
• Ability to identify discrepancies prioritize issues and escalate concerns that could affect compliance or vehicle readiness.

Preferred:

• Experience supporting a fleet in utility construction transportation or a similar operating environment.
• Familiarity with DOT inspections preventive maintenance schedules dielectric testing and vehicle registration and insurance records.
• Experience using AssetWorks FleetFocus or a similar fleet management system to maintain vehicle records track inspections and preventive maintenance and generate reports.
• Experience with GeoTab/GPS purchase orders or invoice reconciliation.

Key Responsibilities

• Coordinate and manage DOT PMA and PMB inspection schedules for all regional vehicles proactively addressing upcoming due dates to keep inspections current and prevent past-due units.
• Schedule inspections with internal maintenance teams and external vendors maintain accurate completion records and follow up on outstanding work or missing documentation.
• Coordinate and track one-time and recurring dielectric inspections ensuring required testing is scheduled completed and documented.
• Monitor GeoTab/GPS systems for unit status and data accuracy coordinate follow-up responses and escalate unresolved issues to the appropriate personnel.
• Track new inbound vehicles maintain commissioning documentation and coordinate status updates and follow-up needed to prepare units for service.
• Coordinate vehicle transfers turn-ins sales and other disposition activities including required documentation scheduling and pickups.
• Distribute and maintain current vehicle registration and insurance documentation ensuring records are accurate and available when needed.
• Work with Accounts Payable and appropriate internal personnel to resolve missing or incorrect purchase orders and invoices related to fleet expenses.
• Maintain fleet compliance trackers and exception reports for DOT PMA PMB dielectric testing and GeoTab status; highlight upcoming deadlines outstanding items and risks of overdue inspections.
• Coordinate resolution of fleet readiness issues by tracking documentation timelines and follow-up with shops and field leadership to keep units service ready.

Benefits and Culture

Our success is built on our customers confidence in us; the loyalty hard work and performance of our people; and the traditions with which Mr. Davis H. Elliot began the company in 1946. We understand that having the best team requires people being treated like family. Some of the benefits we offer our team include:

• Medical dental and vision insurance
• Short-term and long-term disability insurance
• Company-paid life insurance with additional voluntary life insurance
• 401(k) with company match
• Employee Stock Ownership Program
• Paid vacation
• Servant Leadership Training
• Uniforms and PPE provided