Project Coordinator - Fleet Support

About the Role

The Project Coordinator - Fleet Support plays a critical role in supporting the Fleet Manager and Fleet Team by helping organize, modernize, and maintain the department's fleet and equipment inventory systems. This position is hands-on and operational, combining administrative coordination with occasional physical tasks related to inventory management and equipment tracking. The ideal candidate will be detail-oriented, adaptable, and comfortable working in both office and field environments. This role is especially suited for someone who has experience transitioning inventory systems from paper-based or analog processes to digital platforms and enjoys building organized, efficient systems from the ground up.

Responsibilities

• Plan and administer specific projects or programs for a City department under administrative direction.
• Serve as the administrative supervisor on projects or programs, including planning, assigning, supervising, and reviewing activities of subordinate personnel.
• Monitor the project or program's operating budget and assist in annual preparation.
• Design, implement, and monitor procedures utilized in program evaluation.
• Develop and secure commitments from other City departments and agencies to provide services to program participants.
• Provide technical assistance or review program policies and procedures.
• Maintain current information and oversee the preparation of project status reports.
• Prepare financial and narrative reports and program applications.
• Communicate project/program status and information to municipal officials and/or public and private entities.
• Supervise employees assigned to the respective project as needed.
• Perform other related duties as required.

Inventory & Asset Management

• Assist in the organization, coordination, and ongoing maintenance of the department's fleet and equipment inventory.
• Support the transition of inventory records from analog/manual tracking systems to digital databases and spreadsheets.
• Manage inventory setup, data entry, updates, audits, and reconciliation to ensure accuracy and accountability.
• Assist with intake, tagging, and documentation of new vehicles, equipment, tools, and assets.
• Track equipment availability and support daily operational needs across departments.

System Implementation & Process Improvement

• Help implement and maintain streamlined processes for tracking fleet assets and equipment usage.
• Identify gaps, inefficiencies, or inaccuracies in current inventory practices and recommend improvements.
• Support the Fleet Manager in developing standardized procedures for inventory control and reporting.
• Assist with troubleshooting system and help resolve basic data process issues.

Training & Communication

• Provide system access and basic training to staff on inventory tools, databases, and reporting processes.
• Serve as a point of contact for inventory-related questions from internal teams.
• Assist in preparing reports and summaries that support decision-making and operational planning.
• Help ensure smooth communication between the Fleet Manager, Fleet Team, and other departments.

Physical & Field Support

• Assist with organizing storage areas, inventory rooms, and equipment locations.
• Perform occasional physical tasks such as moving, lifting, or staging inventory and equipment (up to approximately 20 pounds).
• Conduct on-site inventory checks, audits, and equipment verification as needed.
• This position may require periods of standing, walking, bending, and working in storage or warehouse environments.

Note: Physical labor is not a daily requirement, but candidates must be comfortable performing these tasks when operational needs require it.

Requirements

• Minimum 2 years of experience in logistics, inventory management, asset tracking, or a related role.
• Demonstrated experience transitioning inventory systems from manual/analog methods to digital platforms.
• Strong attention to detail and organizational skills.
• Proficiency with spreadsheets, databases, and digital recordkeeping systems.
• Ability to manage multiple tasks, priorities, and deadlines in a fast-paced environment.
• Strong problem-solving skills with a focus on process improvement.
• Ability to lift up to 20 pounds occasionally and work in warehouse or storage environments.

Qualifications

• Bachelor's Degree from an accredited four-year college or university in Business or Public Administration, Social Sciences, or a closely related field preferred.
• Two (2) years of any equivalent combination of education, training, and experience in program administration required.
• Must be able to lift and carry thirty (30) pounds.
• Valid State of Ohio Driver's License required.

Preferred Skills & Experience

• Experience supporting fleet, facilities, or equipment-heavy operations.
• Familiarity with municipal, public-sector, or large-organization inventory systems.
• Experience assisting with system rollouts, staff training, or procedural documentation.
• Comfortable working independently as well as part of a team.

About the Organization

The City's guiding principles are as follows: Placing Clevelanders at the Center, Empowering Employees to Do Purposeful Work, Defining Clear and Pragmatic Objectives, Leading with Trust and Transparency, Striving for Equity in All We Do, and Embracing Change. All City employees are responsible for embracing and carrying out these principles in all that they do.