Fleet & Logistics Coordinator

Position Type Full Time

Description

Job Summary

The Fleet & Logistics Coordinator is responsible for coordinating the daily operations of Northern Lights' fleet, equipment, and logistics programs. This position serves as the primary point of coordination for vehicle assignments, maintenance scheduling, inventory management, vendor communications, and fleet logistics while supporting the Fleet & Logistics Manager with departmental initiatives and long-term planning.

The Coordinator plays a key role in ensuring company vehicles, equipment, and materials remain operational, compliant, and available to support field operations across all markets.

Essential Duties & Responsibilities

Fleet Operations

• Coordinate daily fleet activities, including vehicle assignments, transfers, replacements, and availability.

• Coordinate spare vehicle and rental vehicle utilization.

• Monitor fleet utilization and identify opportunities to improve efficiency.

• Schedule preventative maintenance, inspections, repairs, and warranty work.

• Coordinate vehicle licensing, registration renewals, titles, and compliance documentation.

• Track vehicle lifecycle activities from acquisition through disposal.

Equipment & Logistics

• Coordinate equipment assignments, installations, transfers, and repairs.

• Maintain accountability of fleet assets and field equipment.

• Coordinate loaner equipment and temporary replacements.

• Monitor inventory levels and ensure necessary materials are available.

• Coordinate shipping, deliveries, and equipment movement between locations.

Vendor & Service Coordination

• Serve as the primary coordinator with repair facilities, dealerships, rental providers, and outside vendors.

• Track purchase orders, deliveries, and service completion.

• Follow up with vendors regarding timelines and outstanding issues.

• Assist in obtaining pricing and scheduling services.

Administrative & Reporting

• Maintain accurate fleet records, maintenance history, registrations, warranties, and documentation.

• Assist with fleet reporting, cost tracking, fuel utilization, and operational metrics.

• Monitor service schedules and proactively communicate upcoming maintenance needs.

• Assist with accident reporting, insurance documentation, and claim coordination.

• Ensure documentation is complete and compliant with company policies.

Team Support

• Respond to daily fleet-related requests from field personnel.

• Provide timely communication regarding vehicle availability and logistics.

• Assist with transportation coordination when necessary.

• Support the Fleet & Logistics Manager with special projects and continuous improvement initiatives.

• Recommend process improvements to increase operational efficiency.

Qualifications

• 3+ years of experience in fleet operations, logistics, transportation, equipment management, or a related field.

• Strong organizational and project coordination skills.

• Excellent communication and customer service abilities.

• Ability to manage multiple priorities in a fast-paced environment.

• Experience working with vendors and service providers.

• Strong Microsoft Office skills, particularly Excel.

• Mechanical aptitude or fleet maintenance knowledge preferred.

• Knowledge of DOT regulations and fleet compliance is a plus.

• Valid driver's license with an acceptable driving record.

• Ability to obtain a DOT Medical Certification if required.

• Ability to travel up to 50% as business needs require.

Desired Competencies

• Strong organizational skills

• Initiative and ownership

• Problem-solving ability

• Time management

• Professional communication

• Attention to detail

• Customer-focused mindset

• Ability to prioritize competing demands

• Collaborative team player