Vehicle Admin Coordinator

The company is a transportation and logistics company headquartered in Columbus, Ohio, supporting general freight transportation operations. Our administrative team helps keep vehicles, driver documentation, and operational records organized so the business can deliver reliable service.

About the Role

This is a remote position.

About the Company

The company is a transportation and logistics company headquartered in Columbus, Ohio, supporting general freight transportation operations. Our administrative team helps keep vehicles, driver documentation, and operational records organized so the business can deliver reliable service.

About the Role

We are seeking an organized, detail-oriented Vehicle Administration Coordinator to support light fleet administration, rental truck tracking, driver onboarding, and rental billing accuracy.

This position will maintain accurate vehicle and rental records, coordinate onboarding documentation with drivers and GigSafe, and audit rental charges from providers such as Bentley and Enterprise. The ideal candidate follows through consistently, communicates clearly, and identifies discrepancies before they create operational delays or unnecessary costs.

Key Responsibilities

Fleet Administration and Rental Tracking

• Maintain accurate records of company and rental vehicles, including vehicle identifiers, driver assignments, rental agreements, availability, and return dates.

• Use Samsara and internal tracking tools to monitor vehicle activity and usage and support day-to-day fleet coordination.

• Track rental start dates, extensions, vehicle changes, and returns, ensuring records reflect actual usage.

• Coordinate with drivers, operations staff, and rental providers regarding vehicle assignments, availability, and rental updates.

• Flag overdue returns, inconsistent usage records, vehicle issues, and other exceptions requiring follow-up.

Driver Onboarding and Documentation

• Coordinate the administrative onboarding process for drivers and contractors, providing clear instructions and following up on outstanding requirements.

• Communicate with GigSafe to ensure required onboarding paperwork, compliance documentation, and insurance records are properly completed and recorded.

• Review submitted documents for completeness and consistency against company and provider requirements, escalating questions or exceptions to the appropriate team member.

• Track document expiration dates and coordinate timely renewals, including required insurance documentation.

• Maintain organized, confidential driver files and provide operations staff with accurate updates on onboarding status and outstanding items.

Rental Billing and Audits

• Review rental truck invoices from providers such as Bentley and Enterprise against rental agreements, approved rates, rental periods, and usage records.

• Identify duplicate charges, incorrect rental dates, rate discrepancies, unsupported fees, and missing credits.

• Work with rental providers and internal teams to investigate discrepancies and obtain corrections or supporting documentation.

• Track disputed charges and outstanding credits through resolution.

• Maintain an organized audit trail of invoices, agreements, usage records, and correspondence.

• Prepare routine summaries of rental activity, expenses, and unresolved billing issues for management review.

Qualifications

• Previous experience in fleet administration, transportation operations, rental coordination, driver onboarding, or a related administrative role PREFERRED BUT NOT MANDATORY.

• Strong attention to detail and the ability to maintain accurate records across multiple systems.

• Experience reviewing invoices, reconciling records, and investigating billing discrepancies.

• Proficiency with Microsoft Excel or Google Sheets, including sorting, filtering, and basic formulas.

• Clear written and verbal communication skills and confidence following up with drivers, vendors, and internal teams.

• Strong organizational skills and the ability to manage deadlines, renewals, and multiple open items.

• Sound judgment when handling confidential driver, insurance, and financial information.

Good If You Have

• Experience using Samsara or a similar fleet tracking platform.

• Familiarity with GigSafe or comparable driver onboarding and compliance systems.

• Experience working with commercial truck rental providers.

• Familiarity with insurance certificates, document expiration tracking, a