Fleet Program Coordinator

The Pennant Group • Nashville, TN

1d • Hybrid

About The Position

The Fleet Program Coordinator supports the day-to-day administration of the Fleet Vehicle Program, working in partnership with the fleet provider (Element), Agency leaders, Payroll, HR, and Operations. This role ensures that program processes are executed consistently, data is accurate, and employees and managers have a clear, responsive point of contact for fleet-related needs. This is a coordination and oversight role, not a replacement for Element. Element continues to manage vehicles, maintenance, and core reporting; the Fleet Program Coordinator ensures internal alignment, execution, and follow-through.

Requirements

• Minimum of two (2) years of administrative, safety, or HR experience.
• Proficiency with or the ability to quickly learn the organization's Fleet vendor (Element).
• Must be able to extract and understand information from multiple segregated data sites.
• Detail focused and ability to set appropriate priorities amongst multiple competing demands.

Nice To Haves

• Healthcare industry knowledge preferred.
• Demonstrated ability to cultivate and maintain internal and external relationships in an ambiguous and fast paced environment while maintaining focus on execution and results.
• Excellent writing skills as well as superb interpersonal and verbal communication skills.
• Excellent critical thinking skills and organizational abilities.
• Ability to effectively operate as a tactical as well as a strategic thinker.
• Able to handle confidential material in a reliable manner.
• Ability to perform several tasks concurrently with ease and professionalism.
• Ability to effectively prioritize workload in a fast-paced environment.
• Strong attention to detail and accuracy.
• Proficiency with Microsoft Office Suite.

Responsibilities

• Serve as the internal point of contact for fleet-related questions.
• Act as a bridge between employees and Element.
• Coordinate with Element on vehicle orders, deliveries, returns, maintenance/service issues, reporting, and data requests.
• Track active drivers and vehicle assignments.
• Coordinate new driver enrollment; confirm eligibility with Agency leadership.
• Support offboarding by tracking terminations or program removals.
• Coordinate vehicle return with Element.
• Initiate setup with Element and ensure timely completion of all steps.
• Monitor monthly personal mileage reporting compliance.
• Monitor completion of required driver training.
• Follow up with managers and Agency leaders on gaps.
• Partner with Payroll to ensure deductions align with reporting and to ensure imputed income files are processed correctly.
• Maintain a central fleet tracker to include active drivers, vehicle assignments, eligibility status, and training completion.
• Reconcile data between Element reports, payroll files, and internal records.
• Communicate program expectations to new drivers and managers, including personal vs. business use, mileage reporting, and fuel card usage.
• Flag recurring issues or policy gaps to Legal and HR leadership.
• Triage and escalate vehicle issues, billing discrepancies, and driver compliance concerns.
• Adhere to all company policies and procedures.
• Maintain confidentiality in accordance with HIPAA and all other policies, procedures, and standards of care.
• Perform other appropriate tasks and special projects as assigned.

Benefits

• The Pennant Group, Inc. is a holding company of independent operating subsidiaries that provide healthcare services through home health and hospice agencies and senior living communities located throughout the US.
• Each of these businesses is operated by a separate, independent operating subsidiary that has its own management, employees and assets.
• We are dedicated to living out our culture as defined by our core values, “CAPLICO”: Customer Second Accountability Passion for Learning Love One Another Intelligent Risk Taking Celebrate Ownership
• Our culture fosters excellence both personally and professionally and promotes development that leads to continued success.
• We are an equal opportunity employer committed to ensuring that all conditions and privileges of employment, including recruitment, hiring, evaluation, transfer, promotion, discipline, determination of compensation and/or benefits, and termination of employment, for all job classifications, are based on qualifications and work record.
• No employment decision is made, nor do we discriminate, on the basis of race, color, religion, creed, sex/pregnancy, sexual orientation, gender identity, gender expression, age, national origin, ancestry, citizenship, veteran status, or disability.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed