Fleet Risk Records Coordinator

POSITION SUMMARY

The Fleet Risk Records Coordinator supports fleet risk management, insurance administration, claims coordination, and legal records handling. This role serves as a key point of coordination between internal teams, customers, insurance carriers, tow yards, law enforcement, and other third parties to ensure accurate records, timely follow-up, and efficient resolution of fleet, insurance, and legal matters.

LOCATION

Onsite in Fort Wayne, IN

COMPENSATION

This position offers a competitive compensation package, benchmarked to regional market standards. It consists of a base salary plus the opportunity for quarterly profit sharing after one year of employment.

RESPONSIBILITIES

• Interact with third parties (insurance agents, carriers, customers, tow yards, law enforcement, attorneys) and internal departments as needed to support risk, claims, legal records, and compliance matters.
• Communicate with customers and third-party insurance carriers regarding rental fleet damage claims to minimize delays, support documentation needs, and help maximize settlement values.
• Process incoming mail and correspondence related to lawsuits, legal notices, coverage updates, certificates of insurance, tickets, tow yard notices, subpoenas, insurance claim documents, and other legal or risk-related records.
• Develop and maintain standard operating procedures for coordination and storage of legal records and related documentation, including contracts, rental agreements, claim files, lawsuit records, correspondence, notices, insurance documentation, and supporting materials in accordance with internal procedures and retention expectations.
• Track legal and risk-related deadlines, follow-up items, document requests, and correspondence to support timely responses and accurate recordkeeping.
• Coordinate with internal stakeholders and external legal partners to gather records, verify information, and support responses to lawsuits, claims, subpoenas, and other legal documentation requests.
• Review notices from tow yards regarding impounded units, identify the customer/lessee or responsible party to coordinate unit pickup with logistics or the customer, and provide necessary information to enable release or pickup.
• Assist claims coordinators with tracking and reporting of stolen units and provide available information to necessary parties to support recovery, including working with law enforcement as needed.
• Administer employee rental program insurance verification, including monthly audits of units rented to employees and monthly reporting to the insurance company.
• Maintain confidentiality and accuracy when handling sensitive insurance, legal, customer, employee, and fleet-related records.

REQUIREMENTS

MUST HAVE

• 3+ years of experience in records management, document administration, or a related administrative function.
• High school diploma or equivalent required; associate's or bachelor's degree in Business Administration, Risk Management, Legal Studies, Insurance, or a related field preferred.
• Strong organizational and time management skills with the ability to manage multiple files, deadlines, follow-up activities, and documentation requests simultaneously.
• Excellent written and verbal communication skills with the ability to interact professionally with internal stakeholders and external partners.
• Ability to handle confidential and sensitive information with a high degree of discretion, accuracy, and professionalism.
• Exceptional attention to detail with the ability to review legal documents, claims, certificates of insurance (COIs), notices, and correspondence for accuracy and completeness.
• Proficiency with Microsoft Office Suite and experience using email, document management systems, reporting tools, and other office technologies.
• Ability to work independently with minimal supervision while collaborating effectively across departments.
• Strong analytical, problem-solving, and critical-thinking skills, particularly when managing time-sensitive documentation and requests.
• Dependable, customer-focused professional with a commitment to maintaining accurate records, meeting deadlines, and driving continuous process improvements.

NICE TO HAVE

• Experience supporting insurance administration, claims processing, legal records management, fleet operations, compliance, risk management, customer service, or administrative coordination.
• Familiarity with insurance terminology, claims documentation, certificates of insurance (COIs), and regulatory or compliance-related recordkeeping.
• Experience working within a fast-paced, multi-department environment supporting operational or corporate functions.