Operations Coordinator

Job Title: Operations Coordinator
Location: Remote (CST Timezone)
Work Schedule: Monday - Friday, 8 AM to 4 PM CST

Job Description:

We are seeking an Operations Coordinator to manage and optimize the operations of our vehicle fleet. The ideal candidate will be highly organized, detail-oriented, and adept at handling multiple tasks concurrently. As the Operations Coordinator, you will play a key role in overseeing various aspects of the fleet management.

Key Responsibilities:

• Fleet Operations Management:
  • Oversee day-to-day vehicle fleet operations, ensuring proper assignment, maintenance, and efficient utilization
  • Monitor vehicle usage, performance, and regulatory compliance
  • Coordinate and schedule routine audits to ensure compliance and safety standards are met
  • Schedule vehicle wrapping and build-out to maintain brand consistency and visibility
  • Optimize fleet management by managing oil change intervals, recalls, and license/registration renewals

• Vehicle Maintenance and Repairs:
  • Arrange and oversee routine maintenance and repairs to minimize downtime and optimize performance
  • Track maintenance schedules to ensure timely servicing and prevent breakdowns
  • Address vehicle issues promptly to minimize downtime and ensure safety

• Driver Coordination:
  • Provide drivers with necessary information, instructions, and support
  • Address driver concerns and resolve issues related to vehicle performance or usage

• Documentation and Compliance:
  • Keep track of vehicle purchases and sales, ensuring accurate records and documentation
  • Maintain accurate records of vehicle information, including registration, insurance, and maintenance history
  • Investigate accidents and incidents involving fleet vehicles
  • Process paperwork related to insurance claims

• Cost Management and Budgeting:
  • Monitor and analyze fleet-related expenses, including fuel, maintenance, repairs, and insurance and address outliers
  • Identify opportunities for cost savings and efficiency improvements
  • Report on budget performance and provide recommendations for optimization
  • Manage gas budget, users, and fuel usage through the Wex business gas portal to optimize fuel efficiency and cost-effectiveness

• Technology and Systems Management:
  • Utilize fleet management system to track vehicle locations, maintenance schedules, and performance metrics
  • Maintain and update vehicle information across various systems, including the Company
  • Equipment List, Enterprise fleet management, ServiceTitan, and Illinois Tollway iPass system
  • Monitor GPS tracking systems to identify instances of improper use and ensure compliance

Qualifications:

• Bachelor's degree in Business Administration, Logistics, or a related field preferred
• Proven experience in fleet management or a similar role
• Strong organizational and communication skills
• Proficiency in using fleet management software and systems
• Knowledge of vehicle maintenance best practices and regulations
• Experience with insurance claims processing preferred
• Ability to work effectively in a fast-paced environment and multitask effectively