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Key Responsibilities and Required Skills for Vehicle Operations Coordinator

💰 $45,000 - $70,000

OperationsLogisticsFleet Management

🎯 Role Definition

The Vehicle Operations Coordinator is responsible for day-to-day coordination and oversight of a mid-size to large vehicle fleet, ensuring safe, compliant, cost-effective, and reliable vehicle operations. This role manages vehicle and driver scheduling, preventive maintenance programs, vendor relationships, regulatory compliance (DOT/FMCSA/OSHA where applicable), telematics and GPS data utilization, incident and claims coordination, and continuous improvement initiatives to maximize fleet utilization and control operating costs. The Vehicle Operations Coordinator serves as the central point of contact between drivers, maintenance teams, procurement, insurance, and operational leadership.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Fleet Technician / Maintenance Technician
  • Dispatcher or Scheduling Coordinator
  • Logistics Coordinator or Supply Chain Associate

Advancement To:

  • Fleet Manager
  • Operations Manager (Transportation)
  • Logistics/Distribution Manager

Lateral Moves:

  • Dispatch Supervisor
  • Fleet Safety & Compliance Specialist
  • Procurement / Vendor Manager

Core Responsibilities

Primary Functions

  • Coordinate daily vehicle and driver schedules to meet operational needs, balancing utilization, driver hours-of-service, and route efficiency while minimizing downtime and overtime.
  • Act as the primary dispatcher for vehicle movements when required, issuing assignments, monitoring progress, and reassigning assets to respond to changing business priorities and emergency requests.
  • Manage and maintain scheduled preventive maintenance programs across the fleet, working with in-house technicians and third-party shops to ensure services are completed on time and documented.
  • Oversee vehicle repair work orders, approve repairs within authority limits, expedite critical repairs, and maintain detailed repair history to inform lifecycle and replacement decisions.
  • Maintain regulatory compliance for all fleet activities including driver qualification files, medical cards, licensing, permits, DOT/FMCSA and state-specific regulations; prepare for and support audits and inspections.
  • Monitor telematics/GPS and diagnostic data to identify idling, fuel waste, unsafe driving behaviors, and underperforming vehicles; generate actionable reports and partner with drivers to improve metrics.
  • Manage the vehicle acquisition and disposal process: coordinate vehicle specifications, solicit competitive quotes, schedule deliveries, manage title/registration/plate processes, and oversee asset disposal or remarketing.
  • Lead incident and accident management: collect facts, secure required documentation, coordinate towing/repairs, work with insurance carriers, and implement corrective actions to reduce recurrence.
  • Maintain complete and accurate fleet records including maintenance logs, warranties, recall actions, accident reports, fuel data, mileage, and lifecycle cost tracking in fleet management software.
  • Administer fuel programs including fuel card issuance, reconciliation, fraud monitoring, and fuel expense reporting; identify fuel-saving opportunities and vendor agreements.
  • Develop and maintain SOPs, policies and driver safety programs (including defensive driving, seatbelt use, and distracted driving policies) and facilitate driver training and re-training programs.
  • Establish and maintain vendor relationships; solicit bids, negotiate service contracts and pricing, manage warranties and performance metrics for repair shops, tire vendors, and rental providers.
  • Analyze fleet operating metrics (cost per mile, vehicle downtime, maintenance costs, utilization) and prepare weekly/monthly/quarterly management reports to support budget and strategic decisions.
  • Coordinate parts inventory and procurement of consumables (tires, batteries, filters), maintaining optimal stock levels, managing re-order points and supplier lead-times to minimize vehicle out-of-service time.
  • Support budget management and cost control initiatives: track actual spend vs budget for maintenance, fuel, parts, and rentals; recommend cost-saving measures and lifecycle replacements.
  • Ensure vehicle inspections (pre-trip, post-trip, CMA or DOT inspections) are completed and documented; follow up on inspection failures and oversee corrective actions to ensure roadworthiness.
  • Maintain certification and licensing programs for drivers including CDL renewals, endorsements, tachograph/ELD compliance, and third-party training verification.
  • Coordinate temporary and overflow capacity needs through rental management, brokered transportation and vendor partners to meet peak operational demands.
  • Implement continuous improvement projects to enhance fleet reliability and efficiency such as route optimization, right-sizing fleet composition, or transitioning to alternative fuel/electric vehicles.
  • Serve as the escalation point for driver concerns, complaints, performance issues, and disciplinary documentation, working with HR to ensure fair, compliant outcomes.
  • Participate in cross-functional planning with operations, procurement, safety, and finance to align fleet strategy with business goals, capital planning, and sustainability initiatives.
  • Manage emergency response and business continuity procedures related to vehicle assets and driver availability during weather events, outages, and other disruptions.

Secondary Functions

  • Support periodic internal and external audits for fleet and transportation compliance; gather documentation and implement corrective action plans.
  • Contribute to fleet policy and strategy reviews, offering operational insights to inform capital planning and technology investments (telematics, EV infrastructure).
  • Assist in ad-hoc reporting requests and root cause analysis for one-off incidents or operational anomalies.
  • Mentor and train newer coordinators, dispatchers, and administrative staff on fleet systems, SOPs, and compliance requirements.
  • Participate in vendor performance reviews and quarterly business reviews to continuously improve service levels and cost structures.
  • Coordinate with IT and data teams to ensure fleet management software, telematics integrations, and reporting pipelines remain current and accurate.
  • Maintain up-to-date documentation for permit applications, inter-jurisdictional authority, and vehicle safety certification records.
  • Support sustainability initiatives by tracking fuel consumption and emissions, and by helping to evaluate electrification or alternative fuel pilot programs.

Required Skills & Competencies

Hard Skills (Technical)

  • Fleet management software proficiency (e.g., Fleetio, Samsara, Verizon Connect, Geotab, ManagerPlus).
  • Telematics and GPS data analysis for utilization, idling, and route performance.
  • Preventive maintenance scheduling and repair order management.
  • Regulatory knowledge: DOT/FMCSA compliance, driver qualification files, hours-of-service, and state vehicle registration processes.
  • Strong Microsoft Excel (pivot tables, vlookups/XLOOKUP, basic macros) and Google Sheets for reporting and data analysis.
  • Experience with CMMS or maintenance tracking systems and APIs for data integration.
  • Basic budgeting, cost tracking and expense reconciliation for maintenance, fuel, and parts.
  • Vendor sourcing and contract negotiation skills for repairs, rentals, and parts procurement.
  • Accident/incident investigation and claims handling procedures; experience working with insurance carriers.
  • Familiarity with electric vehicle (EV) basics, charging infrastructure planning, or alternative fuel vehicle considerations (preferred).

Soft Skills

  • Excellent written and verbal communication to interact with drivers, vendors, leadership, and regulatory agencies.
  • Strong organizational and time-management skills to coordinate multiple priorities in a fast-paced environment.
  • Problem-solving and critical thinking to diagnose recurring failures and implement preventive solutions.
  • Attention to detail for accurate record-keeping, compliance, and safety documentation.
  • Customer-service orientation to support internal stakeholders and drivers.
  • Leadership and team collaboration with the ability to influence cross-functional partners.
  • Adaptability and calm under pressure during incidents and emergent operational changes.
  • Negotiation and vendor-management skills to secure best value and service levels.
  • Data-driven mindset and comfort interpreting performance metrics and making recommendations.
  • Coaching and training aptitude to improve driver performance and adherence to policies.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent (GED), plus relevant fleet or logistics experience.

Preferred Education:

  • Associate or Bachelor's degree in Logistics, Supply Chain Management, Business Administration, Automotive Technology, or a related field.

Relevant Fields of Study:

  • Logistics and Supply Chain Management
  • Business Administration or Operations Management
  • Automotive Technology / Diesel Technology
  • Transportation Management

Experience Requirements

Typical Experience Range: 2–5 years of progressive experience in fleet coordination, dispatch, fleet maintenance, or transportation operations.

Preferred: 3–5+ years managing vehicle operations for a medium-to-large fleet, with demonstrated experience in regulatory compliance (DOT/FMCSA), fleet software/telematics, vendor management, and incident/claims coordination.

(Recruiter note: This job brief is optimized for search and LLM extraction—include "Vehicle Operations Coordinator", "fleet operations", "maintenance coordination", "DOT", "telematics", and "driver management" in job posts and ATS fields to increase discoverability.)

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