Fleet Coordinator

On Time Ambulance•Roselle, NJ

2d•Onsite

About The Position

The Fleet Coordinator is responsible for the day-to-day coordination and administration of a fleet of more than 300 vehicles, ensuring operational readiness, regulatory compliance, preventative maintenance completion, and timely repair management. This position serves as the central point of coordination between fleet operations, vendors, field personnel, and leadership while leveraging fleet management software platforms to maintain accurate records and maximize vehicle uptime. The Fleet Coordinator will oversee fleet-related workflows within Fleetio, EPRO, and other fleet management systems, coordinate vehicle repairs and preventative maintenance schedules, manage road service requests, and ensure fleet assets remain safe, compliant, and available to support organizational operations.

Requirements

Associate degree preferred in Fleet Management, Transportation, Automotive Technology, Business Administration, or related field.
Minimum of 3 years of fleet coordination, fleet administration, transportation operations, or automotive service management experience.
Experience managing large fleet operations preferred.
Experience utilizing Fleetio or comparable fleet management software strongly preferred.
Strong understanding of fleet maintenance programs and preventative maintenance scheduling.
Working knowledge of vehicle repair processes and fleet compliance requirements.
Proficiency with Fleetio, Microsoft Office Suite, and fleet reporting systems.
Excellent organizational and multitasking skills.
Strong communication and vendor management abilities.
Ability to prioritize competing demands in a fast-paced operational environment.
Strong analytical and problem-solving skills.
Ability to work collaboratively with operations, fleet vendors, and field personnel
Applicants must be authorized to work in the United States.

Nice To Haves

Experience managing large fleet operations
Experience utilizing Fleetio or comparable fleet management software

Responsibilities

Serve as the primary administrator for Fleetio and other fleet management software platforms.
Ensure full integration and accurate utilization of Fleetio and related fleet systems.
Maintain accurate vehicle records, maintenance histories, licensing information, and asset documentation.
Monitor fleet dashboards and reports to identify maintenance trends, compliance concerns, and operational deficiencies.
Generate fleet performance, maintenance, compliance, and utilization reports for leadership review.
Schedule and coordinate all preventative maintenance (PM) activities for a fleet exceeding 300 vehicles.
Manage vehicle repair scheduling and coordinate with internal and external repair vendors.
Track repair progress and provide regular status updates to operations leadership.
Ensure vehicle downtime is minimized through proactive scheduling and vendor coordination.
Verify completed repairs and ensure work meets quality and safety standards.
Review, prioritize, assign, and manage fleet-related tickets submitted through Fleetio, EPRO, and other reporting systems.
Investigate reported vehicle deficiencies and coordinate corrective actions.
Monitor ticket aging and ensure timely resolution of all fleet-related issues.
Maintain communication with vehicle operators regarding repair status and expected completion timelines.
Coordinate inspection, repair, maintenance, and replacement schedules for ambulance cots, stair chairs, vehicle-mounted equipment, and fleet support equipment.
Ensure all equipment remains compliant with manufacturer recommendations and regulatory requirements.
Coordinate and dispatch all fleet road service requests.
Manage vehicle breakdown responses and roadside assistance activities.
Coordinate vehicle towing operations and recovery services.
Ensure timely response and resolution of field service issues impacting operations.
Serve as the primary liaison between the organization and fleet repair vendors.
Monitor vendor performance and service levels to ensure quality repairs and timely turnaround.
Coordinate warranty repairs and manufacturer service campaigns.
Escalate service concerns and work collaboratively with vendors to resolve recurring issues.
Coordinate daily activities of fleet runners and support personnel.
Assign vehicle transportation responsibilities related to maintenance and repair appointments.
Monitor productivity and effectiveness of fleet support operations.
Maintain compliance with all fleet maintenance requirements, inspections, and regulatory standards.
Ensure PM schedules are met and documented.
Assist with state inspections, audits, fleet readiness initiatives, and accreditation requirements.
Support fleet budgeting by tracking maintenance expenditures and identifying cost-saving opportunities.