Operations Fleet Vehicle Coordinator

Paul Smith's College•Paul Smiths, NY

4d•Onsite

About The Position

The Operations Fleet Vehicle Coordinator is responsible for the daily management, administrative compliance, and comprehensive maintenance oversight of all college-owned vehicles, golf carts, and motorized field equipment. The position serves as the primary administrative and operational logistics hub for campus transportation, supporting campus facilities, academic field research, athletic travel, and student organizations. The role supports the college’s mission by maintaining campus infrastructure and appearance in accordance with Paul Smith’s College safety, operational, and customer service standards. This is a regular, full-time, non-exempt position in Campus Operations. The schedule is 7 a.m.–3:30 p.m., Monday through Friday, with the ability to flex the shift based on team priorities. The position reports to the Operations & Student Work Director and pays $24.00 per hour.

Requirements

High school diploma or equivalent.
At least 1 year of professional experience in fleet operations, transportation logistics, commercial dispatching, or automotive service coordination.
Proficiency with digital inventory or fleet management software platforms, such as Fleetio or Samsara, and professional mastery of Google Workspace and Microsoft Office Suite.
Must possess or obtain any required OSHA training or certifications within 30 days of hire.
Excellent verbal and written communication skills to interact professionally with a diverse campus population, from student workers to senior executive leadership.
Ability to work with diverse individuals and groups to help form a safe and inclusive campus community.
Active driver’s license and a driving record acceptable to the college’s insurance carrier.

Nice To Haves

Associate’s or Bachelor’s degree in Business Administration, Logistics, Automotive Technology, or a related operational field.
Possession of, or ability to obtain, a Commercial Driver’s License (CDL).

Responsibilities

Schedule, track, and monitor required preventative maintenance for institutional vehicles and specialized field equipment, including oil changes, state inspections, tire rotations, and safety checks.
Build and manage relationships with automotive repair shops, commercial parts suppliers, and fuel providers to secure cost-effective, high-quality, timely service.
Coordinate roadside assistance, vehicle breakdowns, accident response, and towing during standard operational and event hours.
Maintain digital records for college vehicles, including titles, registrations, state licensing, and maintenance histories, using fleet management systems.
Ensure compliance with federal and state Department of Transportation regulations, environmental safety mandates, and college risk management policies.
Monitor and audit fleet expenditures; track fuel card distribution and usage; process departmental invoices; and assist leadership with annual fleet capital and operating budget projections.
Oversee the campus-wide employee, student, and volunteer driver authorization process, including mandated Motor Vehicle Record background checks, and maintain an accurate authorized driver list.
May implement driver safety training.
Coordinate initial documentation of vehicle collisions and property damage and submit structural claims to the college’s insurance and leadership.
Engage with the Office of People & Culture regarding employees at risk of losing fleet driving privileges because of their Motor Vehicle Record or vehicle collisions or property damage.
Manage the centralized campus vehicle reservation platform and support equitable, optimized vehicle distribution across academic, athletic, and facilities calendars.
Maintain security controls for vehicle keys and fleet garage access, and manage submitted mileage and operational logs.
May provide backup duties to other Campus Operations roles.
Perform other duties assigned by the Operations & Student Work Director.