Fleet Vehicle Coordinator

Duties & Responsibilities

• Schedule, track, and monitor mandatory preventative maintenance (including oil changes, state inspections, tire rotations, and safety checks) for all institutional vehicles and specialized field equipment.
• Establish and manage strategic relationships with external automotive repair shops, commercial parts suppliers, and fuel providers to guarantee cost-effective, high-quality, and timely service.
• Act as the primary institutional point of contact for roadside assistance, vehicle breakdowns, accident response, and towing logistics during standard operational and event hours.
• Maintain rigorous digital asset records for every college vehicle, including titles, registrations, state licensing, and comprehensive maintenance histories using specialized fleet management systems.
• Ensure institutional compliance with federal and state Department of Transportation (DOT) regulations, environmental safety mandates, and college risk management policies.
• Monitor and audit fleet expenditures, track institutional fuel card distribution and usage, process departmental invoices, and assist leadership in projecting annual fleet capital and operating budgets.
• Oversee the campus-wide driver authorization process for employees, students, volunteers, executing mandated Motor Vehicle Record (MVR) background checks.
• Manage the authorized driver list to ensure accuracy. May implement driver safety training.
• Serve as the initial coordinator for documenting vehicle collisions, property damage, and submitting structural claims to the college's insurance and leadership.
• Engage with the Office of People & Culture on any employee who is at risk of losing fleet vehicle driving privileges either through their MVR check and/or vehicle collisions or property damage.
• Manage the centralized campus vehicle reservation platform, ensuring equitable and optimized distribution of vehicles across competing academic, athletic, and facility operational calendars.
• Maintain strict security control over vehicle keys, fleet garage access, and user-submitted mileage and operational logs.
• May provide backup duties to other roles within Campus Operations.

Qualifications

• High school diploma or equivalent required.
• Minimum of 1+ years of professional experience in fleet operations, transportation logistics, commercial dispatching, or automotive service coordination.
• Proficiency in digital inventory or fleet management software platforms (e.g., Fleetio, Samsara) alongside professional mastery of Google Workspace and the Microsoft Office Suite.
• Must possess or obtain within 30 days of hire, any required OSHA trainings or certifications.
• Excellent verbal and written communication skills necessary to interact professionally with a diverse campus population, ranging from student workers to senior executive leadership.
• Ability to work with a broad range of diverse individuals and groups to form a safe and inclusive campus community.
• Active driver�s license and driving record acceptable to our insurance carrier.

Physical Requirements

• Environmental Conditions: Work requires frequent navigation of campus parking lots and maintenance bays. Regular exposure to outdoor weather conditions during vehicle inspections.
• Lifting and Carrying: Occasional heavy lifting (up to 50 lbs) of vehicle tires, parts, or fluid inventory.
• Mobility: Frequent sitting and desk work to manage software, logs, and compliance records. Frequent standing and walking across campus operational areas.
• Dexterity and Hand-Eye Coordination: Manual dexterity for accessing, inspecting, and tracking fleet parts and vehicle keys. Fine motor skills for ongoing data entry, log management, and compliance tracking on a computer.
• Sensory Requirements: Good vision and hearing, with corrective or assistive devices as necessary, to safely conduct visual vehicle safety checks, audit maintenance histories, and monitor field equipment.

Preferred

• Associate�s or Bachelor�s degree in Business Administration, Logistics, Automotive Technology, or a related operational field preferred.
• Possession of, or the ability to obtain, a Commercial Driver�s License (CDL) is highly desirable.

Paul Smith�s College is an equal opportunity employer.