Fleet Coordinator

About the Role

The Fleet Coordinator is responsible for coordinating the day-to-day transportation and fleet operations for Medical Associates Plus (MAP). This position serves as a central point of coordination for MAP vehicles, including passenger vans, facilities/maintenance vehicles, diesel vehicles, and mobile units. The role ensures vehicles are properly scheduled, maintained, clean, safe, and available when needed. The ideal candidate is organized, dependable, safety-conscious, and customer-service oriented.

Responsibilities

• Fleet Coordination
  • Coordinate the daily use and scheduling of MAP fleet vehicles.
  • Maintain an up-to-date schedule for all organization-owned or assigned vehicles.
  • Track vehicle assignments, locations, timelines, and responsible personnel.
  • Coordinate vehicle availability for clinics, departments, special events, community activities, and mobile services.
  • Manage transportation needs for Saturday events and other activities outside of the normal workweek.
  • Monitor vehicle usage and resolve scheduling conflicts proactively.
  • Communicate vehicle schedules and changes to staff and departments.
  • Ensure vehicles are available and ready for scheduled assignments.
• Vehicle Maintenance & Service
  • Coordinate and schedule routine and preventive maintenance for all fleet vehicles.
  • Maintain records of scheduled and completed maintenance.
  • Track oil changes, inspections, tires, brakes, fluid services, repairs, and other routine maintenance needs.
  • Coordinate repairs and service appointments with vendors or service providers.
  • Monitor vehicle maintenance schedules and ensure timely service.
  • Follow up on out-of-service vehicles and communicate return-to-service dates.
  • Coordinate diesel vehicle maintenance and service needs.
  • Identify potential vehicle problems and report safety or mechanical concerns promptly.
  • Ensure required inspections, registrations, and vehicle-related requirements are current.
• Vehicle Cleanliness & Readiness
  • Ensure passenger vans and other fleet vehicles are clean, organized, and ready for use.
  • Establish and monitor vehicle cleaning schedules.
  • Check vehicles for general cleanliness and readiness before scheduled use.
  • Ensure vehicles have appropriate basic supplies and equipment.
  • Report damage, safety concerns, or missing equipment.
  • Coordinate cleaning or detailing when necessary.
• Transportation / Driver Responsibilities
  • Safely operate MAP passenger vans and other assigned vehicles.
  • Transport employees, patients, community members, equipment, or supplies as authorized.
  • Provide transportation support for mobile units and community-based activities.
  • Coordinate passenger transportation schedules and ensure timely arrivals.
  • Assist with transportation for special events and Saturday activities.
  • Follow all traffic laws, organizational policies, and vehicle safety procedures.
  • Conduct vehicle inspections before operating vehicles.
  • Immediately report accidents, vehicle damage, mechanical concerns, or safety issues.
  • Maintain a professional, courteous, and respectful manner with passengers, employees, patients, and community partners.

Requirements

• Education
  • High school diploma or equivalent required.
  • Valid driver's license with a satisfactory driving record.
• Experience
  • Ability to safely operate passenger vans and other assigned vehicles.
  • Previous professional driving, fleet, transportation, facilities, logistics, or vehicle coordination experience preferred.
  • Strong organizational and scheduling skills.
  • Ability to manage multiple vehicles, schedules, and competing priorities.
  • Basic computer skills, including email, calendars, spreadsheets, and scheduling systems.
  • Ability to communicate effectively with employees, passengers, vendors, and leadership.
  • Strong customer service skills.
  • Ability to work independently and make sound decisions.
• Preferred Qualifications
  • Previous fleet coordination or transportation coordination experience.
  • Experience coordinating vehicle maintenance and repairs.
  • Experience operating passenger vans or similar vehicles.
  • Experience working with mobile units or community-based services.
  • Basic knowledge of vehicle maintenance.
• Physical and Work Requirements
  • Ability to sit and drive for extended periods.
  • Ability to enter and exit passenger vans and other vehicles safely.
  • Ability to perform routine vehicle inspections.
  • Ability to bend, reach, stand, walk, and occasionally lift or carry items as required.
  • Ability to assist with loading and unloading supplies or equipment within established safety limits.
  • Ability to work outdoors in varying weather conditions when necessary.