The People and Office Coordinator is a dynamic, full-time, in-office role based at our downtown Birmingham HQ. You'll be at the heart of office operations, ensuring a well-organized, clean, and welcoming environment for the on-site team and visiting employees from across North America (Canada, USA, and Mexico). You will be expected to be onsite 5 days a week for 20-25 hours per week total.
We're looking for someone who is proactive, detail-oriented, and eager to grow in the HR space. You'll serve as the primary point of contact for all things office-related—from managing vendors and supplies to prepping for on-site events and ensuring everything runs smoothly day to day. Your ability to stay organized, juggle multiple tasks, and make quick, confident decisions (even when things are ambiguous) will be essential. This is a pivotal role that supports our growing team and helps drive a productive and engaging workplace culture.
What’s Fleetio?
A little about us…Fleetio is a modern software platform that helps thousands of organizations around the world manage their fleet operations. Transportation technology is a hot market and we’re leading the charge, with raving fans and new customers signing up every day. We raised $450M in a Series D funding round in March of 2025 and are on an exciting trajectory as a company. Fleetio is also a proud founding member of the Rails Foundation!
More about our team and company:
Key Responsibilities
Office Coordination
- Serve as the primary point of contact for all office-related inquiries, ensuring smooth daily operations. This includes picking up mail and bringing it to HQ.
- Maintain a well-stocked and organized office, handling supplies, grocery deliveries, and cleanliness. This includes making a list of snacks/drinks that need to be reordered.
- Oversee vendor relationships, including office supply providers, caterers, and building maintenance.
- Maintain an organized, welcoming, and productive office environment by proactively managing cleanliness and supplies, including tasks such as cleaning common areas and appliances, restocking essential items, running the dishwasher, and ensuring trash receptacles are regularly emptied.
- Organize and maintain the office kitchen, coffee stations (refills needed), and break areas to promote a positive work environment.
- Coordinate travel arrangements, including hotel partnerships, flight bookings, and transportation logistics.
- Assist with tech and facility needs in collaboration with the IT team.
- Manage office shipments, swag inventory, and distribution.
- Oversee visitor experiences, ensuring guests, remote employees, and potential clients have a welcoming experience.
- Restock the swag closet and organize, pack any swag bags at HQ when necessary using ShipStation, and assist with Postal Swag Storefront.
- Maintain swag closet, ensuring it is organized and neat at all times.
On-Site & Event Support
- Set up and break down office spaces for special events, on-site team meetings, and company gatherings (All Minds days once a month).
- Receive and set-up catering orders, sometimes as early as 6:30 AM CT.
- Coordinate office layout adjustments and room arrangements as needed.
- Support impromptu office visits by clients, executives, and guests.
- Put swag together if needed
- Support reservations
- Assist with last-minute supply runs, catering needs, and logistics to ensure seamless office functions.
- Ensure kitchen is stocked multiple times a day
- Clean and refill coffee machine multiple times a day
- Extra supply orders via Amazon or local store
- Swag kits are ordered via Postal or stocked up in time for onsite
- Working with IT to ensure tech needs are met & working in each conference room
- Being at HQ for the duration of on-site to be “go to” person, on call between 7 AM to 4 PM CT
- Ensure the office is kept seamless before, during, and after an onsite
- Put in fridge & slack office employees to take home if desired
- Take to homeless shelter nearby or call Feed BHM to pick up food
- Putting unused supplies back in Swag closet
- Rearranging rooms back to their daily set-up
- Cleaning up food
- Coordinate any activities outside of the office for teams, such as:
- Transportation
- Activity
- Meals
- Hotel Rates
Benefits
Although our Contractors aren't eligible for full-time employee benefits, you will be offered $25/hr and 20-25 hours per week.
Fleetio provides equal employment opportunities to all employees and applicants and prohibits discrimination and harassment. We celebrate diversity and are committed to creating an inclusive environment for all. All employment is decided on the basis of qualifications, merit and business need.
This application is not intended to and does not create a contract or offer of employment. Employment with Fleetio is at will.
If you have a disability or a special need that requires an accommodation to fill out the online application, please let us know by calling (205) 718-7500.
