Fleet Operations Coordinator

ASPEN OF DC INC•Washington, DC

5d•$28 - $28

About The Position

The Fleet Operations Coordinator supports the daily administration and operational readiness of vehicles across multiple locations. The position maintains fleet documentation, conducts vehicle inspections, monitors GPS tracking systems, and coordinates maintenance and repairs. The coordinator works with drivers, site personnel, management, and service providers to help ensure vehicles are safe, properly documented, and available for operational needs. Work is performed in office settings, parking areas, maintenance facilities, and other assigned locations. The role involves travel between sites, walking vehicle lots, entering and exiting vehicles, and performing visual inspections in varying weather conditions. Essential functions may be performed with reasonable accommodation.

Requirements

High school diploma or equivalent.
At least two years of experience in fleet coordination, transportation, logistics, vehicle maintenance administration, or a related operational support role.
Valid driver’s license and a driving record that meets organizational requirements.
Experience maintaining records, coordinating schedules, and communicating with service providers.
Proficiency with Microsoft Office, including Excel, and ability to learn fleet management and GPS tracking systems.
Ability to travel between assigned locations.
Strong organizational skills and attention to detail.
Ability to prioritize competing needs and follow through on outstanding issues.
Clear written and verbal communication skills.
Working knowledge of basic vehicle safety and maintenance needs.
Ability to maintain accurate records and handle sensitive operational information appropriately.
Ability to work independently and collaborate with drivers, vendors, and management.

Nice To Haves

Associate degree or relevant training in transportation, logistics, automotive technology, or business administration.
Experience supporting fleet operations across multiple locations.
Familiarity with preventive maintenance schedules, vehicle inspection procedures, and fleet management software.

Responsibilities

Maintain accurate fleet records, including vehicle assignments, registrations, inspection reports, maintenance histories, mileage, and repair documentation.
Conduct and document routine vehicle inspections using established checklists; identify and report damage, defects, safety concerns, and maintenance needs.
Monitor GPS tracking systems to track vehicle locations, utilization, mileage, and operational alerts; report discrepancies or concerns to management. Check, repair, and replace GPS units.
Schedule preventive maintenance, required inspections, and repairs with approved service providers.
Track maintenance and repair progress, communicate vehicle availability, and confirm completion of required work before returning vehicles to service.
Provide vehicle readiness, including cleanliness, fueling or charging, required equipment, and completion of applicable documentation.
Coordinate vehicle assignments, transfers, pickups, and deliveries across multiple locations.
Communicate with drivers and site personnel regarding vehicle condition, maintenance schedules, availability, and operating procedures.
Maintain vehicle status reports and promptly escalate issues that could affect safety, service delivery, or operational readiness.
Manage parking lot maintenance, including cleanup of nails; check and replace batteries.
Support accident and incident reporting by collecting documentation and coordinating follow-up with designated personnel.
Backfill driving of the shuttle bus occasionally as required.
Review service records and invoices for accuracy and submit discrepancies for management review.
Follow organizational policies governing vehicle use, recordkeeping, safety, and GPS information.
Perform other related duties as assigned.