Fleet Maintenance Coordinator

United Planning Organization • Washington, DC

4d • Onsite

About The Position

The United Planning Organization (UPO) is seeking a Fleet Maintenance Coordinator for the Shelter Hotline Program/Community Health Division. This role is responsible for the overall maintenance of the Shelter Hotline fleet to ensure compliance, setting preventative maintenance schedules, and tracking the completion of maintenance tasks by external vendors. The individual will manage inventory of spare parts and vehicle supplies, conduct minor/emergency mechanical repairs, and perform light mechanical duties such as windshield wiper blade replacement, fluid level checks/top-offs, bulb changes, and scheduled/on-demand safety checks. Proficiency in managing electronic database systems is crucial, including the use of an in-house developed mobile and web-based application for fleet operations. The position requires providing weekly vehicle inventory reports and monthly fleet-related reports.

Requirements

• High school diploma or GED
• 3-5 years of valid mechanical experience
• Class B Commercial Driver’s License (CDL) at a minimum
• Ability to work outdoors in extreme weather conditions
• Valid driver’s license and a clean driver’s record
• Ability to work various shifts including holidays and weekends
• Comprehensive geographic knowledge of Washington, DC area
• Great written and verbal skills with the ability to pay strong attention to details
• Good working knowledge of MS Office (Word, Excel, Outlook)
• Ability to learn/use other relevant electronic systems related to fleet management
• Familiarity with Global Positioning Systems (GPS) and the installation of GPS devices and dashcams
• Experience managing electronic database systems and utilizing in-house mobile and web-based applications
• Ability to negotiate with repair vendors
• Ability to perform light mechanical duties including fluid checks, bulb/wiper replacement, and basic vehicle safety inspections
• Ability to work sensitively and effectively with individuals of diverse educational, socio-economic, and cultural backgrounds

Nice To Haves

• Associates degree
• CDL License with an A endorsement
• Prior experience as a fleet coordinator
• Excellent oral, written communication, and negotiation skills

Responsibilities

• Maintain timely inspections, registration and renewals on vehicles.
• Ensure compliance with DOT regulations, laws and requirements.
• Develop and schedule fleet preventative maintenance, including alignments, tire rotations, fluid changes, and other routine services.
• Log all preventive and routine maintenance into electronic record-keeping mechanisms.
• Develop and maintain vehicle cleaning schedule to ensure sanitary conditions and professional appearance.
• Work with external vendors (auto-mechanics) to ensure cost-effective services.
• Negotiate pricing, scope of work, and service terms with repair vendors to control costs.
• Coordinate and transport vehicles to and from repair facilities as needed.
• Ensure accurate and proper documentation of invoices, accidents, and incident reporting.
• Process insurance claims for vehicle incidents; serve as point of contact with insurance carriers and maintain claim documentation.
• Manage notices of infraction (tickets), including tracking, driver responsibility, payment coordination, and resolution.
• Schedule fleet preventative maintenance, routine services, and repairs.
• Monitor performance of vehicles and make recommendations.
• Maintain/manage database of SHL vehicles vehicle information.
• Oversee management of all electronic database systems related to fleet operations.
• Provide recommendations and guidance for fleet-related improvements.
• Maintain GPS devices and dashcams; ensure proper function and data capture.
• Perform scheduled and on-demand vehicle safety checks; complete light mechanical services to include windshield wiper replacement, bulb changes, and fluid checks/top-offs.

Benefits

• Health/Kaiser, 70/30 split
• Dental/MetLife, all employees paid
• Vision/VSP, all employees paid
• 401k, Safe Harbor Match-5.5% given as a benefit, will match 1% of staff contribution
• Sick Leave 4.5 Hours Every Pay Period
• Vacation Leave 4.5 Hours Every Pay Period
• 2 Personal Days
• Paid Holiday

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED