Transportation and Fleet Coordinator

Calvin University•Grand Rapids, MI

About The Position

The Transportation and Fleet Coordinator is responsible for overseeing the university’s fleet operations and transportation services. This position coordinates efficient usage and allocation of university vehicles including the policies related to usage, oversees overall fleet care including oversight of and scheduling of drivers for large campus vehicles, maintenance, cleaning and storage, oversees the operation and policies related to vehicle rentals, in conjunction with Campus Safety, ensures driver training and compliance with university and state requirements, manages relationships with transportation vendors, and supports the overall operational needs of the Facilities department through front desk and administrative duties.

Requirements

Bachelor’s degree or equivalent experience; one to three years of related experience in fleet management, transportation coordination, logistics, or facilities administration preferred.
Strong computer and data management skills are required.

Responsibilities

Coordinate the scheduling, rental, and assignment of university vehicles for campus departments and groups.
Maintain accurate records for vehicle use, mileage, maintenance, and repairs.
If/when Calvin maintains internal mechanical staff, coordinate any external maintenance required on the fleet to the extent we don’t have internal expertise.
Schedule and track preventative and corrective maintenance for all fleet vehicles.
Work with preferred vendors for vehicle service, leasing, and procurement.
Ensure all drivers meet university and state requirements for operation of university vehicles.
Working with Campus Safety, oversee and maintain Authorized Driver Training records and documentation.
Maintain a current list of individuals with Commercial Driver’s Licenses (CDL) authorized to operate buses and larger vehicles.
Supervise and manage part-time drivers for larger campus vehicles including scheduling, ensuring proper licensing and adequate back-up coverage.
Coordinate with Campus Safety to ensure safe vehicle operation and compliance with applicable laws and university policy.
Serve as the main contact for university transportation requests from Athletics, the academic division and other departments.
Support trip logistics including scheduling, driver assignments, and vehicle availability.
Provide excellent front desk and customer service support for the Facilities department.
Assist with invoice and accounts payable processing for fleet-related expenses.
Maintain organized records of transportation activities, vendor contracts, and related documentation.
Support Facilities staff with administrative tasks and communication as needed.
Participate in departmental meetings and contribute to operational planning for transportation and fleet management.
Perform other duties related to transportation, fleet, and Facilities operations as assigned.