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People and Office Coordinator (Contractor)ID -2674

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:

  • Watch our culture videos: https://fleet.io/culture
  • Fleetio overview video: https://www.youtube.com/watch?v=IlvIbwZT3oU
  • Our careers page: https://www.fleetio.com/careers

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

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.

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...