Administrative Coordinator

Position Summary

The Administrative Coordinator is responsible for the day-to-day administration, coordination, and optimization of the company's North American vehicle fleet. This role serves as the operational owner of fleet vendor management, vehicle inventory and lifecycle planning, system administration, fuel management, analytics, and internal customer support.

The Administrative Coordinator partners closely with Operations, Talent Acquisition, Finance, and external vendors to ensure vehicles are ordered proactively, upfitted and branded consistently, maintained appropriately, registered and compliant, and aligned with business needs. This role plays a critical part in maintaining fleet data accuracy, anticipating future vehicle demand, and providing actionable insights that support cost control, operational readiness, and a strong internal customer experience.

Responsibilities

Fleet Vendor & Program Management

• Serve as the primary point of contact for fleet-related vendors across North America, including leasing, maintenance, fuel, registration, upfitting, and branding partners.
• Coordinate vehicle ordering, delivery, upfitting, branding, and decommissioning activities to meet operational timelines and business requirements.
• Support vendor performance management and issue resolution related to billing, service levels, vehicle availability, and system accuracy.

Branding & Upfitting Coordination

• Coordinate vehicle branding, decals, wraps, and upfitting to ensure consistency with company standards.
• Manage vendor coordination for installations, removals, and updates tied to branding or equipment changes.

Projects & Continuous Improvement

• Support ad hoc fleet projects, system enhancements, integrations, audits, and process improvement initiatives.
• Identify opportunities to improve fleet efficiency, data accuracy, customer experience, and scalability.

Qualifications

Required Qualifications

• 1-3 years of experience in an operations or administrative role.
• Strong organizational skills with the ability to manage multiple priorities across a large, distributed fleet.
• High attention to detail and commitment to data accuracy and documentation.
• Strong customer service orientation and ability to communicate effectively with field and corporate stakeholders.

Who We Are:

At Integrated Power Services (IPS), we're committed to empowering you to make a meaningful impact. As the industry's leading and fastest-growing service provider, IPS offers single-source electromechanical and power management solutions to enhance the reliability of critical infrastructure across North America and the United Kingdom. We serve over 30,000 essential customer locations, from renewable energy pioneers to hospitals, manufacturers, and municipalities, helping them avoid costly downtime and ensure mission-critical operations.

When you join IPS, you're joining a team that's revolutionizing equipment and process reliability across diverse sectors, from power generation to petrochemicals, and beyond. You'll learn from industry experts, grow alongside a talented workforce, and be part of a company that is built on the Shared Values of Safety, Integrity, Teamwork, Accountability, Customer Focus, and Entrepreneurial Spirit.

Benefits:

• Paid Time Off (PTO)
• 401k Employer Match
• Bonus Incentives
• Tuition Reimbursement Program
• Medical, Dental and Vision plans
• Employee Assistance Program (EAP)
• And more!

IPS is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, or veteran status.

Any offer of employment is contingent upon the successful completion of a background and driving record investigation. As a federal contractor, our company is committed to maintaining a safe and drug-free workplace. Candidates for this position are required to complete a pre-employment drug screen successfully. The drug screening process will include testing for substances that may impair one's ability to perform the job safely and effectively.

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