CDI - Consolidated Divisions Inc. · 1 month ago
Fleet Office Manager
Sedalia, CO
Full-time
Onsite
Mid Level
$50K/yr - $65K/yr
3+ years expConsolidated Divisions Inc is a company focused on fleet operations and compliance. The Fleet Office Manager is responsible for ensuring DOT/FMCSA compliance, coordinating fleet maintenance, and managing high-volume invoice processing while supporting operational uptime for a multi-vehicle fleet.
AgricultureEnvironmental ConsultingLandscaping
Responsibilities
Monitor, review, and track daily DVIRs through Samsara; log defects and ensure timely corrective actions
Create, maintain, and audit driver qualification files, including MVRs, Clearinghouse records, JJ Keller documentation, and onboarding compliance
Monitor DOT/FMCSA systems for ratings, violations, and compliance notices
Coordinate and track regulatory filings and renewals, including:
Vehicle registrations, insurance, and emissions
UCR filings
MCS-150 updates (biennial)
Form 2290 (HVUT)
Prepare and organize documentation for DOT audits and internal compliance reviews
Review and process daily service and repair requests submitted through B2W
Create, assign, and enforce work orders for internal and external repairs
Coordinate preventive maintenance schedules, annual services, and inspections
Order parts, create purchase orders, and coordinate work assignments with mechanics and vendors
Ensure all invoices are accurately attached to corresponding work orders
Process and manage 500–800 fleet-related invoices per month in Spectrum
Scan, rename, code, and file invoices according to accounting standards
Match invoices to purchase orders and work orders
Conduct monthly invoice-to-work-order reconciliation audits
Manage fleet-related credit card documentation and recurring vendor payments (e.g., NAPA)
Maintain and update master fleet and equipment lists
Add new vehicles and equipment into fleet and accounting systems
Assign, track, and manage:
Fuel cards (activation, blocking, reporting)
Insurance cards
E-470 transponders
Generate and distribute weekly fuel usage reports
Manage fleet access administration (door codes, alarm users) as assigned
Prepare weekly DVIR and compliance summaries
Track upcoming annual inspections and notify drivers and supervisors of due dates
Coordinate deliveries, verify receipt, and ensure proper placement
Support seasonal operations, including snow removal fleet readiness and documentation
Qualification
Required
3+ years of experience in fleet administration, fleet operations, or DOT-compliant environments
Working knowledge of DOT/FMCSA regulations
Experience managing high-volume invoice processing and vendor coordination
Strong organizational, documentation, and follow-up skills
Ability to work independently and manage competing deadlines
Preferred
Bilingual (Spanish & English)
Experience in construction, landscaping, civil, transportation, or heavy equipment fleets
Experience supporting or preparing for DOT audits
Advanced Excel or fleet reporting experience
Benefits
401(k)
Dental insurance
Health insurance
Health savings account
Life insurance
Paid time off
Vision insurance
Company
CDI - Consolidated Divisions Inc.
CDI is a respected environmental contractor with operations across the western United States.
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
Jim DeGrado
President / CEO
Zacc Wair
Vice President / COO
Company data provided by crunchbase