Office and Fleet Coordinator

The Office and Fleet Coordinator is the first point of contact for customers and visitors, and keeps the company's vehicle records and warehouse receiving organized. This person runs the front desk, takes first notice of loss calls, tracks fleet inspections and registrations, and opens the warehouse to receive deliveries, so field teams can stay focused on jobs.

• Reports to: Office Manager or General Manager


• Works with: office staff, field technicians, project managers, vendors and freight carriers


• Type: full-time, on-site, split between the office and the warehouse

Key responsibilities

Front office and reception

• Greet customers, vendors and visitors, and answer and route incoming calls.


• Take incoming new-loss calls and write a complete First Notice of Loss (FNOL): customer and property details, type and cause of loss, affected areas, insurance carrier, claim number and adjuster contact.


• Distribute each FNOL right away to the appropriate team (water, fire, mold, contents or reconstruction) so the response can be dispatched quickly.


• Take messages accurately and route them to the right person.


• Keep the front office and reception area clean, organized and professional.


• Manage incoming and outgoing mail, packages and office supplies.

Fleet administration

• Monitor daily and weekly vehicle inspections in Whip Around, and follow up with drivers on missed inspections.


• Flag reported defects to the right person and track repairs until they are closed out.


• Manage vehicle registrations, tags and renewals so no vehicle is out of date.


• Keep an accurate VIN list for every vehicle and trailer, with plate, assigned driver, location and status.


• Track insurance cards, registration documents and inspection records for each vehicle.


• Keep a renewal and service calendar, and remind drivers and managers of upcoming due dates.

Warehouse and receiving

• Open the warehouse on schedule and secure it when leaving.


• Receive LTL freight and other deliveries: check counts and condition against the bill of lading, note any shortages or damage before signing, and photograph damaged freight.


• Log received items, put them in their assigned location, and notify the person who ordered them.


• Report freight claims and coordinate with carriers and vendors to resolve them.

Administrative support

• Enter and update records in the company's systems.


• Help with scheduling, filing, data entry and other office projects as needed.

Qualifications

• 1 to 2 years of experience in reception, office administration, fleet administration or a similar role


• Professional, friendly phone and in-person manner


• Strong organization and follow-through; deadlines like registration renewals cannot slip


• Comfortable with computers, email, spreadsheets and mobile apps


• Valid driver's license and a clean driving record


• Able to work independently between the office and the warehouse

Preferred

• Experience taking first notice of loss calls in restoration or insurance


• Experience with Whip Around or another fleet inspection app


• Experience with vehicle registrations, titles or DMV processes


• Experience receiving LTL freight and checking bills of lading


• Experience in restoration, construction or another field-service company

What success looks like in the first year

• Every call and visitor is handled promptly and professionally, and every new-loss call becomes a complete FNOL sent to the right team within minutes.


• Every vehicle has a complete inspection record in Whip Around, and missed inspections are followed up the same day.


• No vehicle registration or tag lapses.


• The VIN and vehicle list is accurate and current at all times.


• Deliveries are received on time, checked against the bill of lading, and damage or shortages are caught before signing.


• The warehouse opens on schedule and received items are logged and put away the same day.

Work environment and physical requirements

• Mostly office-based, with regular trips to the warehouse to open it and receive deliveries.


• Full-time, Monday through Friday during business hours; occasional early starts for scheduled deliveries.


• Lift and move packages and boxes up to 50 pounds, and use a pallet jack or hand truck for heavier freight.


• Stand, walk and work in a warehouse that may not be climate-controlled.


• Drive between the office and the warehouse as needed.

Compensation and how to apply

• Pay: $17.00 /hr


• Benefits: health insurance, paid time off, retirement plan, other benefits


• Location: Tullahoma, TN