Administrative Coordinator - Fleet and Facilities

Job Description

Job Description

Administrative Coordinator - Fleet and Facilities | Danvers, MA

Townsend Energy

Established in 1931, Townsend Energy provides dependable energy and HVAC solutions to residential and light commercial customers. Our commitment to customer service and dependable support has remained central to our business for generations.

Company Benefits:

• Medical insurance with company contributions for employee and family coverage, plus FSA and HSA options
• Dental and vision insurance
• Basic life and AD&D coverage
• Long-term disability insurance
• 401(k) plan with company matching
• 80 hours of accrued vacation
• 40 hours of sick leave
• 9 paid holidays, including floating holidays
• Employee Assistance Program
• Additional voluntary supplemental insurance options

Administrative Coordinator - Fleet Coordinator

Compensation: $34.00 - $38.00 per hour, depending on experience

Schedule: Monday to Friday | Full-Time

Position Overview:

The position works closely with fleet and facilities leadership to coordinate recurring activities, monitor deadlines, maintain required documentation, schedule and track inspections, manage follow-up items, and communicate with internal teams and external vendors. The coordinator takes ownership of routine tracking and administrative processes to help ensure vehicles, drivers, facilities, equipment, licenses, permits, fuel cards, telematics devices, and vendor information remain properly documented and compliant.

Essential Job Duties:

• Maintain and manage records for drivers, vehicles, equipment, locations, users, departments, and company assets across Samsara, Foley, Embark, fuel card platforms, maintenance systems, spreadsheets, and other designated applications.
• Ensure fleet and facilities databases contain complete, accurate, and up-to-date driver, vehicle, equipment, location, department, and user information.
• Coordinate administrative activities associated with driver and vehicle onboarding and offboarding, including required system updates, documentation, access, and asset assignments.
• Manage and maintain accurate records of fuel card assignments, status, driver, vehicle, department, location, issuance and cancellation dates, replacements, and other required controls.
• Maintain, track and coordinate individual vehicle records and the master fleet database, including vehicle number, VIN, license plate, registration and inspection dates, renewals, department, location, assigned driver, fuel card, telematics equipment, insurance documentation, and current vehicle status.
• Partner with Mechanics, Fleet Supervisors, Safety/Risk, IT, telematics providers, and other stakeholders to coordinate telematics installations, replacements, troubleshooting, equipment changes, and supporting documentation.
• Review and route vendor invoices, pricing or cost-related questions, contract matters, insurance issues, and scope concerns to the appropriate manager or Finance team for review, clarification, and approval.
• Coordinate with vendors and department managers to obtain information, resolve routine issues, track open items, and ensure assigned fleet and facilities activities are completed within established timelines.

Qualifications:

• Previous administrative or coordination experience in fleet, facilities, construction, energy, fuel, propane, HVAC, maintenance, safety, compliance, or similar coordinating experience required
• An associate degree, administrative or professional certification, fleet/facilities administration experience, business administration background, or an equivalent combination of education and practical experience
• Familiarity with fleet management software, telematics platforms, fuel card programs, compliance systems, maintenance databases, HRIS applications, or comparable business technology
• Highly organized with the ability to prioritize and manage multiple records, deadlines, renewals, requests, vendors, systems, and outstanding action items simultaneously
• Demonstrated attention to detail with the ability to maintain reliable records, recognize discrepancies, verify information, and ensure tasks are completed accurately and on time
• Strong verbal and written communication skills, with the ability to interact professionally with employees, drivers, supervisors, managers, vendors, government agencies, and internal business teams
• Proficiency with Microsoft Office applications, including Outlook, Excel, Teams, SharePoint, PDF/document management tools, and other web-based business platforms
• Ability to occasionally lift, carry, push, or pull files, documents, boxes, supplies, or equipment weighing up to 25 pounds
• A valid driver's license is preferred when the position requires occasional travel to company locations, vendor sites, inspection facilities, or agency offices
• Demonstrates a professional and dependable approach to work, with strong discretion, accountability, attention to detail, and a consistent commitment to workplace safety, regulatory compliance, and operational standards

Candidates will be required to pass a background check and drug test upon being given a conditional offer of employment.