Fleet Coordinator

Job Description

Job Description

Sterling Heights, MI — On-Site Role. No Remote.

We run an established last-mile delivery operation based in Sterling Heights, MI, with a fleet of 50+ cargo vans year-round and up to 90 during peak season. We have processes in place and an active network of repair shops, vendors, and dealerships we work with daily. We're hiring a Fleet Coordinator to take ownership of running that fleet operation day-to-day — coordinating our vendor network, keeping the fleet on the road, and managing the communication and admin that comes with it. This is a hybrid role — part wrench, mostly coordinator and communicator. If you're mechanically inclined, comfortable on a computer, and you like running a tight ship, keep reading.

ABOUT THE ROLE

We have the systems, vendor relationships, and process — the owner currently runs this function on top of everything else, and it's time to hand it off. We're looking for one person to step in, learn the playbook, and own daily execution: coordinating with our shops and dealerships, keeping repair tickets and damage claims moving, reconciling the insurance schedule, and giving the owner a clean daily fleet status. You won't be building this from scratch. You'll be running a system that already works — and improving it over time.

WHAT YOU'LL DO

Hands-on (about 30% of the job):

• Knock out small in-house fixes: license plate lights, side step rails, mirrors, bulbs, decals, license plate frames, interior wear items
• Stock and manage the basic parts and supplies cabinet
• Help drivers troubleshoot van issues at start-of-shift
• Move vans around the lot, take them to and from outside shops as needed

Coordination and admin (about 70% of the job):

• Track every van — VIN, plate, mileage, status, location, assigned driver, next service due — in a master fleet sheet
• Open and manage fleet repair tickets and damage claims through our partner portals; chase down approvals
• Coordinate daily with our network of repair shops, dealerships, and vendors on tickets you can't fix in-house
• Reconcile the insurance schedule against the live fleet weekly — no phantom vans, no uninsured vans
• Handle registrations, plate tabs, DOT items, and inspections
• Daily fleet status report to the owner — what's down, what's coming back, what needs decisions
• Push drivers to log DVIC issues properly and follow up on each one
• Track repair spend by van to identify the money pits

REQUIRED QUALIFICATIONS

• Strong written and verbal communication. You will be talking and emailing daily with corporate fleet contacts, outside repair shops, insurance reps, and our drivers. Clear, professional, and timely communication is the single most important skill in this role.
• Computer proficiency. Confident on a Windows or Mac laptop. Comfortable in Excel or Google Sheets — formulas, filters, basic pivots, conditional formatting. Comfortable navigating multiple browser tabs, web portals, and email all day.
• Fleet management software experience strongly preferred. Examples: Samsara, Fleetio, Verizon Connect, Geotab, Motive (formerly KeepTruckin), Cetaris, or similar fleet management platforms. If you haven't used these specific tools, you'll need to show you can learn new software fast.
• Mechanical aptitude. Former auto tech, military motor pool, body shop, dealership service writer, or self-taught car person. ASE certifications are not required but helpful.
• Organized and detail-oriented. You like sheets that balance. You hate loose ends. You finish what you start.
• Self-directed. You'll be trained on our processes and vendor network — then trusted to run it. We're not looking for someone who needs hand-holding once they're up to speed.
• Valid Michigan driver's license with a driving record that meets our insurance carrier's requirements (offer is contingent on motor vehicle record check).
• Authorized to work in the United States (we use E-Verify).

ESSENTIAL JOB FUNCTIONS (PHYSICAL)

• Ability to lift and carry up to 50 lbs occasionally
• Ability to stand, walk, bend, and work in an outdoor lot environment for portions of the day in varying weather
• Ability to drive a cargo van short distances on public roads
• Ability to sit at a computer for extended periods

Reasonable accommodations will be made for qualified individuals with disabilities to perform essential job functions. If you need an accommodation during the application process or to perform the job, please let us know.

NOT THE RIGHT FIT IF…

• You don't like working on a computer. This role is heavily software-based.
• You don't enjoy hands-on work and don't want to swap a side mirror in the lot.
• You need a manager hovering. This role runs itself once you learn it.
• You're not comfortable picking up the phone and following up on something five times until it's resolved.

COMPENSATION AND SCHEDULE

• Pay: $23–$26/hour depending on experience ($48K–$54K annualized at 40 hrs/week). Higher end available for candidates with prior fleet experience or strong service-writer background.
• W2 position. 40 hours per week.
• Monday–Friday, standard hours roughly 7:00 AM – 4:00 PM (some flex available).
• Medical, dental, and vision insurance — coverage begins after 30 days of employment.
• Paid time off begins accruing after 90-day trial period.
• Eligible for performance bonuses tied to fleet uptime metrics.
• Occasional after-hours phone call if a van breaks down on route — this is rare but real.

HIRING PROCESS AND BACKGROUND CHECK NOTICE

The offer of employment is contingent on:

• Successful completion of a motor vehicle record (MVR) check, as required by our commercial auto insurance carrier
• Successful completion of a standard background check
• Successful pre-employment and ongoing random drug screening (this is a DOT-regulated industry requirement)
• Verification of work authorization through E-Verify

EQUAL OPPORTUNITY EMPLOYER

We are an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, age, disability, veteran status, genetic information, or any other category protected by federal, state, or local law. All qualified applicants will receive consideration for employment. We welcome candidates of all backgrounds to apply.