Fleet & Safety Coordinator

About This Role

This role involves overseeing the company’s fleet, equipment, and safety programs to ensure efficient, compliant, and safe operations. It coordinates between various teams to promote strong asset management and a safety culture.

Responsibilities

• Ensure all vehicles are registered under the appropriate Pennsylvania Department of Transportation (PennDOT) fleet-registration system when applicable
• Maintain accurate and compliant records for registrations, titles, maintenance history, inspection records, insurance, warranties, and lifecycle data
• Ensure Monthly and Quarterly vehicle checks are completed and reports/photos documented and shared with managers/executive leadership
• Manage driver compliance and qualification files including licenses, certifications, driving records, and commercial motor vehicle standards
• Analyze fleet performance, track utilization, maintenance costs, fuel consumption, and lifecycle replacement needs
• Manage assignment and re-assignment of vehicles, ensuring preventative/routine maintenance is completed
• Develop, document, and enforce fleet policies and procedures for vehicle assignment, usage, maintenance, safety standards, inspection protocols, recordkeeping, and regulatory compliance
• Assist with the coordination of Wex Gas Cards and monitor the distribution, tracking, and replacement of EZ-Pass transponders
• Participate in reviewing policies and processes with new employees using company vehicles and equipment
• Assist with equipment management for Work in Progress and Site Departments
• Support the General Superintendent and Site Project Manager by coordinating tool and trailer inventory management and preparing compliance reports
• Serve as an active member of the Company Safety Committee by leading incident and accident documentation processes, assisting with training coordination, and overseeing administrative support for monthly meetings
• Manage OSHA compliance documentation and safety programs by maintaining required recordkeeping, ensuring current SDS files, and supporting the implementation of Near Miss and Job Safety Analysis (JSA) reporting
• Coordinate with Foreman and Superintendents to ensure proper site PPE is available and in compliance

Requirements

• Valid Driver's License, automobile insurance, and reliable transportation
• 3+ years' experience in fleet management and/or equipment coordination
• Bachelor’s Degree in Business Administration, Business Management, a related field (or equivalent combination of experience)
• Strong understanding of DOT and state-specific fleet compliance requirements
• Basic understanding of core safety principles and general workplace safety standards
• Proficient in Adobe Acrobat and Microsoft Office programs (Word, Excel, Teams, Outlook, SharePoint)
• Ability to read and maintain logs, inspection reports, and asset documentation with high accuracy
• Self-starter with ability to take initiative to create tracking and process improvement
• Strong communication skills
• Ability to apply time management skills and manage multiple requests

Qualifications

• Bachelor’s Degree in Business Administration, Business Management, a related field (or equivalent combination of experience)
• 3+ years' experience in fleet management and/or equipment coordination

Nice to Have

• Experience with OSHA regulations
• Proficiency in fleet or equipment tracking systems, maintenance software, or fleet management tools

Skills

* Required skills

Benefits