National Fleet Operations Coordinator at 3i People

Job description

Agoura Hills, CA · Onsite US Citizen, Green Card 2-5 years Apply Now Back to all jobs About the role 3i People, Inc. is seeking a National Fleet Operations Coordinator to play a key role in the day-to-day administration, compliance, and coordination of a nationwide fleet of approximately 200 vehicles and associated drivers. Based in the Agoura Hills office, this position will maintain accurate vehicle and driver records, coordinate vehicle assignments and movement throughout the country, administer fleet systems and programs, manage accident and citation follow-up, and ensure employees operating company vehicles meet company, insurance, and compliance requirements. This is a hands-on operational role requiring strong organization, persistence, and attention to detail. The successful candidate must be comfortable managing a large volume of open items across multiple systems and following issues through to resolution. Responsibilities Driver Administration and Compliance • Maintain accurate records for all employees authorized to operate company vehicles nationwide. • Verify that drivers meet company and insurance eligibility requirements. • Enroll and maintain drivers in SambaSafety. • Ensure required motor vehicle records and driver documentation remain current. • Maintain signed Driver/Fleet Policy acknowledgements for all authorized drivers. • Track and maintain records regarding approved personal use of company vehicles. • Coordinate fleet requirements during employee onboarding, transfers, leaves of absence, and terminations. • Work with managers, HR, and other departments to obtain missing or expired driver documentation. • Maintain an accurate list of authorized drivers and promptly address drivers who no longer meet company requirements. Fleet Administration • Maintain accurate records for approximately 200 company vehicles located throughout the United States. • Administer vehicle and driver information in Geotab, Enterprise fleet systems, SambaSafety, fuel card platforms, and other fleet tools. • Assign and reassign vehicles to employees. • Coordinate movement of vehicles between employees, offices, and states. • Coordinate vehicle pickup, delivery, transfer, return, and recovery. • Maintain accurate records showing vehicle location, assigned driver, mileage, utilization, and current operational status. • Coordinate recovery of vehicles following employee separation or changes in business need. • Maintain vehicle records including registrations, titles, license plates, insurance documentation, and other required documents. • Track registration renewals, inspections, and other state-specific requirements. Accidents, Claims, Citations and Tolls • Serve as the administrative point of contact for company vehicle accidents. • Collect accident reports, photographs, police reports, insurance information, and other required documentation. • Coordinate accident information with insurance providers, Enterprise, management, repair facilities, and other appropriate parties. • Track accident claims and vehicle repairs through resolution. • Receive and investigate toll violations, parking tickets, traffic citations, camera violations, and other vehicle-related infractions. • Determine the employee responsible for each violation. • Coordinate payment, reimbursement, or other appropriate follow-up. • Maintain accurate documentation of accidents, claims, citations, and resolutions. Fuel Cards and Fleet Expenses • Issue, deactivate, and maintain company fuel cards. • Maintain accurate fuel card assignments. • Review fuel activity and investigate unusual or unauthorized transactions. • Maintain toll accounts and transponder assignments. • Review fleet-related invoices and identify discrepancies. • Assist with reconciliation of fuel, rental, maintenance, registration, toll, and other fleet expenses. Maintenance and Vehicle Safety • Track scheduled maintenance based on mileage, time, and manufacturer recommendations. • Coordinate routine maintenance and repairs with drivers and fleet vendors. • Track manufacturer recalls and ensure required repairs are completed. • Identify vehicles overdue for maintenance, registration, inspection, or other requirements. • Coordinate rental and replacement vehicles when necessary. • Track vehicles that are out of service through return to operation. Vehicle Lifecycle and Utilization • Monitor vehicle mileage, age, condition, maintenance history, and utilization. • Identify unused or underutilized vehicles for potential reassignment. • Assist management with vehicle replacement, disposal, sale, or return decisions. • Coordinate replacement vehicle deployment and retirement of existing vehicles. • Track fleet additions and removals to maintain an accurate total fleet inventory. • Identify opportunities to reduce unnecessary fleet costs and vehicle downtime. Reporting and Controls • Maintain accurate and consistent information across all fleet systems. • Conduct regular audits of driver and vehicle records. • Identify missing documentation, incorrect vehicle assignments, inactive drivers, expired requirements, or other discrepancies. • Prepare recurring reports covering fleet inventory, assignments, driver status, accidents, violations, maintenance, fuel usage, and vehicle utilization. • Maintain organized electronic records supporting fleet activity and compliance. • Assist with development and documentation of national fleet processes and procedures. • Support Logistics and Building Services initiatives as needed. Job Requirements Qualifications • 2 to 4 years of experience in fleet administration, fleet operations, transportation, logistics, vehicle management, or a similar operational role preferred. • Experience supporting a fleet of 100+ vehicles strongly preferred. • Experience supporting a multi-state or national fleet preferred. • Experience with Geotab, Enterprise Fleet Management, SambaSafety, fuel card platforms, or comparable fleet systems preferred. • Strong Excel or Google Sheets skills. • Strong attention to detail and ability to maintain accurate information across multiple systems. • Excellent follow-through and ability to independently track open items through resolution. • Ability to communicate effectively with employees, managers, vendors, insurance providers, and other departments nationwide. • Comfortable handling confidential employee and driver information. • Ability to manage a high volume of competing priorities and deadlines. Ideal Candidate The ideal candidate is highly organized, persistent, and comfortable taking ownership of the administrative operation of a 200-vehicle national fleet. This person should naturally identify when records do not match, documentation is missing, a vehicle has not been returned, a fuel card should have been deactivated, maintenance is overdue, or a driver has not completed a required compliance step. The expectation is not simply to identify issues. The expectation is to follow them through until they are resolved. This is not a people-management position. The National Fleet Operations Coordinator will report directly to the Senior Building Services Manager and will be responsible for keeping the company's fleet organized, compliant, accurately documented, and operational. Nice to have Geotab, Enterprise Fleet Management, SambaSafety, Fuel card platforms, Multi-state fleet, National fleet Your Recruiter • Name Swathi Akshya • Email aswathi@3ipeople.com • Phone (404) 636-2397 Job Details • Openings 1 • Duration 2 months • Hours / week 40 • Work type Onsite • Industry Information Technology Required Skills Transportation Logistics Vehicle management Google Sheets Applied Before? Skip the resume — we'll email a one-time code for 1-click apply. Returning candidate Apply Now National Fleet Operations Coordinator Job #2e78d4bf-654a-4dc3-84d5-9604054688dc Agoura Hills, CA Operations

Requirements

Must-haves

Agoura Hills, CA · Onsite US Citizen, Green Card 2-5 years
Apply Now Back to all jobs
Driver Administration and Compliance
Maintain accurate records for all employees authorized to operate company vehicles nationwide.
Verify that drivers meet company and insurance eligibility requirements.
Enroll and maintain drivers in SambaSafety.
Ensure required motor vehicle records and driver documentation remain current.
Maintain signed Driver/Fleet Policy acknowledgements for all authorized drivers.
Track and maintain records regarding approved personal use of company vehicles.
Coordinate fleet requirements during employee onboarding, transfers, leaves of absence, and terminations.
Work with managers, HR, and other departments to obtain missing or expired driver documentation.
Maintain an accurate list of authorized drivers and promptly address drivers who no longer meet company requirements.
Fleet Administration
Maintain accurate records for approximately 200 company vehicles located throughout the United States.
Administer vehicle and driver information in Geotab, Enterprise fleet systems, SambaSafety, fuel card platforms, and other fleet tools.
Assign and reassign vehicles to employees.
Coordinate movement of vehicles between employees, offices, and states.
Coordinate vehicle pickup, delivery, transfer, return, and recovery.
Maintain accurate records showing vehicle location, assigned driver, mileage, utilization, and current operational status.
Coordinate recovery of vehicles following employee separation or changes in business need.

Nice-to-haves

2 to 4 years of experience in fleet administration, fleet operations, transportation, logistics, vehicle management, or a similar operational role preferred.
Experience supporting a fleet of 100+ vehicles strongly preferred.
Experience supporting a multi-state or national fleet preferred.
Experience with Geotab, Enterprise Fleet Management, SambaSafety, fuel card platforms, or comparable fleet systems preferred.

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