Fleet & Facilities Coordinator

Vertical Mechanical Group Inc•Sterling, VA

5d•$48,000 - $68,000•Onsite

About The Position

Vertical Mechanical Group (VMG) is seeking an organized, dependable, and detail-oriented Fleet & Facilities Coordinator to support the daily operations of our company vehicles and facilities. This position plays an important role in keeping our fleet safe, properly maintained, and ready for daily use, while also ensuring our offices and facilities remain clean, organized, safe, and well-maintained. The ideal candidate is someone who enjoys staying organized, solving problems, coordinating with vendors, and managing multiple responsibilities in a fast-paced environment.

Requirements

High school diploma or equivalent.
Minimum of 2 years of administrative experience, preferably in fleet management, facilities, property management, or operations.
Proficiency in Microsoft Office, especially Excel and Outlook, or similar programs.
Strong organizational skills and attention to detail.
Excellent written and verbal communication skills.
Ability to manage multiple tasks, priorities, and deadlines.
Valid driver's license with a clean driving record.
Bilingual in English and Spanish is required.

Nice To Haves

Associate or bachelor's degree in Business Administration or a related field.
Experience using fleet management software.
Familiarity with DOT regulations, vehicle registration processes, or workplace safety requirements.
Experience working with vendors and handling basic accounts payable processes.

Responsibilities

Maintain accurate records for company vehicles and equipment, including titles, registrations, license plates, EZPasses, vehicle keys, insurance, inspections, and maintenance history.
Schedule and coordinate vehicle maintenance, repairs, and inspections with vendors, ensuring all work is completed on time.
Review fuel card transactions, toll charges, and maintenance invoices, identifying and reporting any discrepancies.
Track driver information, license verifications, and company vehicle assignments.
Assist with vehicle accident and incident reporting, including insurance claims and follow-ups.
Support the process of purchasing, disposing of, and registering company vehicles.
Receive, track, and coordinate facility maintenance requests, following up until issues are resolved.
Schedule and work with contractors and service providers, including cleaning, landscaping, pest control, and security vendors.
Assist with office moves, workspace planning, and employee workstation setups.
Order and maintain office and facility supplies.
Support workplace safety and compliance efforts, including fire inspections, emergency drills, and OSHA documentation.
Prepare reports, spreadsheets, and track expenses related to fleet and facilities operations.
Maintain vendor contact information, contracts, and certificates of insurance.
Respond to phone calls and emails from employees, vendors, and visitors.
Assist the Fleet & Facilities Manager with special projects and daily operational needs.