Western States Equipment · 13 hours ago
Fleet Operations Coordinator
Meridian, Idaho, United States
Full-time
Onsite
Entry Level
2+ years expWestern States Equipment is a company committed to safety and excellence, and they are seeking a Fleet Operations Coordinator I to support all functions and processes for their Fleet Operations. The role involves assisting in the purchasing, licensing, maintenance, and disposal of mobile assets while managing day-to-day operations and maintenance coordination of fleet assets.
CommercialIndustrialRentalSales
Responsibilities
Actively cares, promotes, manages, and advocates safety at Western States. As a leader and team member in the organization, it is critical to ensure all employees, vendors, and clients have a safe work environment while adhering to all applicable safety policies, procedures and standards
Maintains clean/clutter free personal work areas to ensure safe environments for all WSECO employees
Adhering to required personal protective equipment (PPE) as identified in safety policy
Assists in the purchase, licensing, title work, branding, and upfitting of mobile assets
Sets up vehicle specifications per job and location and maintains mobile asset preventative maintenance with preferred vendors while assisting in all transactions for vendor accounts
Assists in the vehicle preventative maintenance which includes tracking maintenance schedules, sending maintenance reminders, scheduling maintenance, issuing purchase orders to vendors, and accounting all vehicle maintenance invoices
Manages any changes in vehicle status or location, updates applicable departments and software
Tracks titles, licenses, and permits, as needed, all applicable mobile assets
Works with Fleet team in performing the annual title audit to ensure that customers have received necessary MSO/titles
Supplies insurance cards for all vehicles and drivers
Disposes of all mobile assets and facilitates any maintenance or repair before sale
Processes all title work for mobile assets sold or purchased by Western States
Renews Western States Vehicle dealer license in each jurisdiction in which it applies
Supports fuel card administration: Cancellation, additions, subtractions. Issue Fuel card pin numbers
Collects mileage annually for PIK, provides PIK calculations to payroll for annual tax calculation
Assists in reporting requirements: International Fuel Tax Administration, Unified Carrier Registration, MCS-150, Hazmat Licensing, RUAF, Idaho Quarterly Weight Mile Tax, Oregon Weight Mile Tax, Etc
Renews and issues IFTA decals and registration to qualifying vehicles/drivers
Renews and tracks vehicle registrations in multiple fleets and jurisdictions – IRP, Full-Fee, Montana Permanent, Idaho Trailer Plates
Supplies all necessary licensing, and registration cards and stickers to appropriate cost centers and drivers
Serves as primary contact for all mobile asset insurance reports and claims with the insurance company and facilitates estimates and repairs
Serves as power user of fleet related software systems such as Fleetio, Samsara, WEX, AX, Maverick, and any other software systems that may apply
Maintains all DOT requirements, monitors FMCSA Safer score and reports monthly
Records mileage, maintains and manages all DOT required vehicle maintenance records and schedules maintenance for all DOT regulated vehicles owned by Western States. Tracks and records all DOT annual inspections and alerts supervisors of DOT Annual inspection deadlines. Orders and distributes DOT annual vehicle inspection forms as requested
Assists with WSECO tire purchases, coordinates with tire vendor to ensure the necessary tires are in stock, and schedules service times for drivers
Issues PO for all company tire purchases
Coordinates mobile asset decals with Marketing Department
Reconciles bi-weekly vehicle P-card receipts and codes receipts to appropriate costing center and tracks purchases in mobile asset system
Performs other duties as assigned
Qualification
Required
Proof of high school diploma or General Education Degree (GED)
Minimum of two years in comparable duties required, fleet administration experience preferred
Must be able to communicate (speak, read, comprehend, write in English)
Valid drivers license with acceptable driving record with ability to obtain DOT Med Card required
Knowledge of Microsoft computer products and other comparable systems
Knowledge of title and permitting procedures
Ability to be a self-starter
Strong organizational skills
Exceptional written and verbal communication skills
Ability to travel overnight, if required
Ability to develop and maintain effective working relationships with others
Preferred
Fleet administration experience preferred
Company
Western States Equipment
Western States Cat is the authorized Caterpillar Dealer for Idaho, eastern Washington, and Eastern Washington.
1001-5000 employees
H1B Sponsorship
Western States Equipment has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (363)
2024 (297)
2023 (261)
2022 (355)
2021 (223)
2020 (145)
Funding
Current Stage
Late StageRecent News
Google Patent
2025-05-17
2025-04-04
Google Patent
2025-02-17
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