Fleet & Logistics Coordinator
Position Summary
The Fleet & Logistics Coordinator oversees the daily management of vehicle fleet, routing support, and material logistics between offices, vendors, and job sites. This position combines fleet oversight, technician support, and daily runner operations to ensure vehicles are safe, stocked, and compliant — while maintaining seamless movement of parts, equipment, and documents.
The role is critical to ensuring the field and office operate efficiently, supporting technicians in the field, and upholding the company’s high standards for safety, reliability, and professionalism.
Key Responsibilities
Manage the company’s service vehicle fleet for safety, compliance, and readiness.
Schedule and track regular maintenance (oil changes, inspections, tires, etc.).
Maintain up-to-date records for registration, insurance, mileage, and inspection logs.
Conduct regular vehicle checks for cleanliness, damage, and equipment readiness.
Coordinate repairs, warranty work, and vehicle replacements with approved vendors.
Track fuel usage, mileage, and downtime to identify trends and optimize efficiency.
Monitor GPS and camera systems daily to ensure safe, compliant, and efficient operation.
Use Workiz to build and monitor optimized daily technician routes.
Verify routing accuracy to ensure on-time arrivals and balanced workloads.
Monitor GPS data for live routing adjustments, out-of-area alerts, and compliance.
Support dispatch in reassigning or rerouting jobs due to cancellations or emergencies.
Identify recurring inefficiencies and propose route improvements.
Maintain accountability for all tools and materials assigned to fleet vehicles.
Use Workiz and tracking sheets to manage van inventory and restocking cycles.
Ensure every technician’s van is stocked daily and ready for dispatch.
Coordinate with warehouse staff for replenishment and special material requests.
Track tool checkouts, report missing items, and manage replacements as needed.
Support emergency material runs and ensure availability of critical field supplies.
Perform daily runs between job sites, offices, and vendors for:
Material and equipment pickups or returns
Delivery of invoices, checks, permits, and paperwork
Emergency parts deliveries to technicians
Supply restocking (filters, fittings, refrigerant, PPE, etc.)
Maintain an organized company vehicle dedicated to logistics and deliveries.
Log mileage, delivery times, and errands completed each day.
Assist with warehouse organization, packaging, and office errands as needed.
Coordinate with field and office teams to prioritize urgent requests and ensure timely deliveries.
Conduct daily and weekly safety inspections for all fleet vehicles.
Review GPS data for on-time arrivals, safety events, and driver compliance.
Report any unsafe driving behavior or vehicle maintenance concerns immediately.
Enforce company fleet policies including speed limits, fueling, and seat belt use.
Assist in safety training sessions and maintain vehicle inspection checklists.
Support accident reporting, insurance documentation, and follow-up actions.
Maintain weekly reports on vehicle health, maintenance completion, and compliance.
Submit daily logs detailing fleet status, runner tasks, and delivery completions.
Identify recurring vehicle or routing issues and recommend process improvements.
Assist management with quarterly fleet audits and cost analysis.
Qualifications
2–3 years of experience in fleet coordination, logistics, or field operations support (HVAC or trades preferred).
Strong understanding of vehicle maintenance and GPS-based fleet management systems.
Proficiency in Workiz for routing, tracking, and inventory management.
Excellent organizational and communication skills.
Valid driver’s license with a clean driving record.
Mechanical aptitude and knowledge of basic vehicle systems preferred.
Ability to lift up to 50 lbs and perform deliveries safely.
Core Competencies
Operational Efficiency: Keeps vehicles, inventory, and routes optimized daily.
Dependability: Ensures consistent completion of errands, runs, and deliveries.
Safety Leadership: Promotes and enforces fleet safety and compliance standards.
Collaboration: Acts as the operational bridge between office, warehouse, and field teams.
Accountability: Maintains complete transparency in documentation, reporting, and communication.