Fleet Management Coordinator

Hillside Childrens Center•Rochester, NY

1d•Onsite

About The Position

The Fleet Management Coordinator oversees the daily operations, maintenance, and administration of the organization’s vehicle fleet to support safe, reliable, and efficient transportation for clients, staff, and program operations. The role coordinates vehicle maintenance and repairs, monitors vehicle safety and compliance, and ensures vehicles are available to meet the needs of programs and service locations. The coordinator works with programs, direct service staff, campus and site-based fleet coordinators, and external vendors to address transportation needs, reduce service disruptions, and promote responsible use of agency resources. This is a full-time, 40-hour-per-week position based at the Atlantic Ave office in Rochester, NY, with a Monday–Friday, 8:00 a.m.–4:30 p.m. schedule. Travel to any Hillside location may be required. The job description notes that employees may also be required to perform other duties as assigned.

Requirements

High school diploma or GED.
Minimum of 1 year of experience in vehicle maintenance and/or vehicle safety.
Unrestricted, valid New York State driver’s license held for a minimum of 1 year.
Clean driving record and minimum insurance coverage that meets agency standards.
Knowledge of fleet management practices, vehicle maintenance procedures, and vehicle safety standards.
Strong organizational skills and ability to manage multiple fleet-related responsibilities and deadlines.
Effective written and verbal communication skills for coordinating with staff, vendors, campus representatives, and service providers.
Strong attention to detail when reviewing statements, invoices, vehicle records, inspection reports, and compliance documentation.
Effective problem-solving and analytical skills to identify discrepancies, address fleet concerns, and coordinate timely resolutions.
Ability to work a variable schedule, including evenings and weekends.
Ability to meet the listed physical demands, including driving, balancing, lifting and carrying items, and performing manual dexterity tasks.

Responsibilities

Develop, implement, and maintain agency vehicle policies and procedures.
Manage monthly WEX fuel card activity, including reviewing statements and daily charges.
Review and process monthly Enterprise rental account statements and invoices.
Monitor weekly and monthly speeding reports and GPS tracking systems through Azuga to support safe vehicle operation.
Administer E-ZPass accounts, review statements, and order replacement transponders.
Maintain AAA membership records, track expiration dates, coordinate renewals, and order replacement cards as needed.
Coordinate staff loaner vehicle requests and reservations, ensuring vehicles are returned in good condition with required equipment and pouch contents accounted for.
Maintain accurate and up-to-date physical and electronic fleet records.
Coordinate vehicle recall appointments and follow up to ensure required repairs are completed.
Manage annual vehicle insurance documentation and coordinate replacement documents as needed.
Coordinate annual Department of Transportation (DOT) renewals and maintain required documentation.
Manage DMV-related fleet activities, including replacing stolen license plates, returning plates, and maintaining trailer registrations.
Coordinate with campus and site-based Fleet Coordinators, facilitate quarterly meetings, and serve as the primary liaison for fleet-related issues and concerns.
Coordinate semiannual fleet vehicle cleaning services, including scheduling with Delta Sonic and submitting purchase order requests.
Conduct quarterly fleet vehicle inspections to assess interior and exterior condition; verify inspection and registration status; confirm required vehicle pouch contents and GPS device functionality; and review oil life and other maintenance needs.
Perform other duties as assigned.