Fleet and Operations Specialist

The Hill School•Pottstown, PA

About The Position

The Hill School Mission : The Hill School prepares young people from across the country and around the world for college, careers, and life. Within a family school environment and a rigorous liberal arts curriculum, we challenge our young people to work hard; think and reason; be fulfilled; serve the common good; and be prepared to lead as citizens of the world, uniquely guided by our motto, "Whatsoever Things Are True." Transportation responsibilities are organized within the Security Department. The Fleet and Operations Specialist provide essential administrative and operational support to the Director of Security, the Transportation Manager, and the Facilities Department. This position ensures the efficient coordination, management, and maintenance of the school's vehicle fleet. The incumbent shall maintain accurate records, assist with scheduling fleet usage, serve as a backup for the key Transportation Manager functions, and support the department's daily logistical needs to promote safety, reliability, and operational effectiveness. The ideal candidate must demonstrate exceptional organizational skills, diligence, and the ability to manage multiple priorities in a fast-paced, service-oriented environment.

Requirements

Associate's degree in business administration, facilities management, or related field required; bachelor's degree preferred. Equivalent experience and professional certifications may substitute for formal education.
Minimum of three (3) years of experience in facilities, fleet management, operations, or maintenance coordination.
Experience in managing or supporting vehicle fleet operations is strongly desired.
Prior experience in a school, university, or institutional environment is desirable.
Strong organizational, communication, and critical thinking skills.
Proficiency in Microsoft Office Suite, Google Workspace, and work order management systems (e.g., FMX, SchoolDude, etc.).
Knowledge of preventive maintenance processes and fleet management best practices.
Ability to maintain confidentiality and exercise discretion in handling sensitive information.
Professional demeanor and a strong commitment to service, safety, and teamwork.
Ability to safely operate a vehicle, follow instructions, stay calm in emergencies, and identify and report issues appropriately.
Able to move around a large, hilly campus; safely operate various vehicles (golf carts, EVs, passenger cars, vans); lift up to 50 lbs.; and work outside normal hours when needed for emergencies, events, or maintenance.

Responsibilities

Coordinate preventive maintenance schedules, fleet usage schedules, inspections, and legal compliance documentation.
Proactively identify and address maintenance issues to maintain vehicle, golf cart and EV cart functionality and appearance.
Maintain accurate databases and records related to maintenance logs, vendor contracts, warranties, vehicle registrations, insurance and service reports.
Assist with planning, coordination, repairs, and contracted services.
Perform basic maintenance tasks, such as checking and topping engine oil, changing batteries, inflating tires, jumpstarting vehicles, and cleaning vehicles as needed.
Obtain reports from law enforcement and prepare internal documentation for accidents involving school vehicles.
Assures compliance with applicable policies.
Coordinate with external service providers to ensure timely completion of work and compliance with safety standards.
Monitor fuel usage, mileage logs, and vehicle assignments; prepare related reports.
Oversee in-vehicle GPS systems and communicate relevant alerts or issues promptly.
Ensure vehicles are always prepared and available for school trips, events, and daily operational use.
Communicate maintenance needs or safety concerns promptly to the Director of Security.
Deliver excellent customer service in responding to inquiries from staff, vendors, and campus partners.
Tracking and enter work hours for part time driving staff.
Obtain quotes for new vehicle purchases.
Coordinate the sale and/or disposal of vehicles being taken out of service.
Process purchase orders, invoices, and budget documentation in coordination with the Business Office.
Monitor departmental budgets and assist with expense tracking and cost forecasting.
Maintain organized records and files related to fleet operations.
Assist with procurement of parts, materials, and supplies as needed for facilities and fleet needs.
Receive cross-training in Security Operations.
Serve as backup support when the Security team requires additional assistance.
Provide administrative support for access control, key distribution, visitor management, ID badges, campus parking permits, and surveillance systems.
Support coordination of safety drills, incident documentation, and emergency preparedness procedures.
Assist in the instruction and road testing of staff and faculty drivers of school vehicles.