Fleet Systems Coordinator

DescriptionAbout the Operational Services Division (OSD)The Operational Services Division (OSD) enables state government to obtain the goods and services it needs to serve the people of Massachusetts. OSD ensures that state procurements deliver best value and utilize fair, open, and competitive practices. The agency also helps thousands of businesses offer products and assistance to state agencies, local governments, and other public bodies - creating opportunities that contribute to economic growth and development. We work at the nexus between government and business and are privileged to make connections that support both sectors.Join our Dynamic TeamOSD's dynamic team is guided by the following values: SERVICE, PARTNERSHIP, CREATIVE-PROBLEM SOLVING and RESPONSIVENESS. Our flexible, hybrid work environment fosters work-life balance and collaboration, allowing us to effectively serve our state agency and local government partners so they can achieve their goals on behalf of the people of Massachusetts.You’ll be a great fit for our team if you believe in making state government work better, are forever curious and love building relationships and knowledge with partners in the public and private sectors. We look for people who are able to take initiative with a strong sense of urgency and enthusiasm, stay current on evolving policies, practices, industry and market trends, and consistently bring fresh ideas that contribute to a culture of innovation.The Operational Services Division (OSD) is seeking a highly motivated and detail-oriented Fleet Systems Coordinator to support the management and operation of fleet technology platforms serving the Executive Branch fleet. Reporting to the Fleet Information Systems Manager, this position plays a key role in maintaining fleet-related information systems, supporting data integrity, coordinating vendor activities, and assisting agencies with system usage and operational processes.The Fleet Systems Coordinator will work with telematics and the fleet management information systems (FMIS), to ensure accurate data, reliable operations, and effective support for agency stakeholders.Key Responsibilities:Fleet Systems Administration & OperationsSupport the daily administration, operation, and maintenance of fleet technology platforms, including telematics and Fleet Management Information Systems (FMIS).Coordinate system deployments, upgrades, installations, and operational enhancements.Monitor system performance and identify data discrepancies, process inefficiencies, and operational issues requiring escalation.Maintain accurate fleet records, system inputs, and operational tracking tools.Data Management & ReportingCollect, validate, organize, and maintain fleet-related data across multiple systems.Develop and maintain reports, dashboards, performance metrics, and operational summaries.Analyze vehicle utilization, maintenance trends, fuel usage, compliance metrics, and other key fleet performance indicators.Ensure compliance with data governance standards and established operational procedures.User Support & TrainingProvide support to agency personnel regarding system functionality, data interpretation, and reporting tools.Develop training materials, user guides, presentations, and communications related to fleet systems.Support training sessions and knowledge-sharing initiatives for agency users.Vendor & Stakeholder CoordinationCoordinate with vendors and agency stakeholders regarding installations, service requests, system issues, and operational activities.Track and manage system issues, ensuring timely follow-up and resolution.Monitor vendor performance and support continuous improvement initiatives.Financial & Administrative SupportReview invoices, track expenditures, and assist with reconciliation activities related to fleet systems and services.Maintain organized documentation of system processes, operational procedures, and vendor interactions.Support special projects and perform additional duties as assigned.User Access & SecurityAdminister user access across fleet systems, including account provisioning, modification, and deactivation.Conduct periodic audits of user permissions and support compliance with security policies and access controls.Preferred Qualifications:Experience supporting fleet management systems, telematics platforms, maintenance management systems, fuel management systems, or other operational technology environments.Strong analytical and problem-solving skills with the ability to identify trends, inconsistencies, and opportunities for improvement.Experience collecting, organizing, and presenting operational data to diverse stakeholders.Ability to coordinate multiple priorities and work effectively in a fast-paced environment.Strong customer service and stakeholder engagement skills.Excellent written and verbal communication abilities.Proficiency with Microsoft Office 365, including advanced Excel skills.Experience with business intelligence and reporting tools is a plus.Knowledge of fleet operations, transportation, automotive services, or public-sector operations is preferred.Experience working with budgets, financial reconciliation, invoices, or fiscal analysis in an operational or administrative environment is a plus.Candidates should submit a resume and cover letter outlining their experience and interest in the position. The Operational Services Division values staff diversity and contributions to an inclusive working and learning environment. DEI Value Statement:Diversity, Equity, and Inclusion are integral to the Operational Services Division’s (OSD's) mandate to oversee transparent and equitable practices through a variety of public services and programs within the Commonwealth of Massachusetts. OSD commits to cultivating and nurturing a diverse workforce, which is reflective of the communities we serve and recognized as our greatest strength. Diversity, Equity, and Inclusion are our core principles, guiding us in who we aspire to be in our business operations and partnerships.QualificationsFirst consideration will be given to those applicants that apply within the first 14 days.MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) three years of full-time, or equivalent part-time, professional experience in work simplification, management analysis, program analysis, methods analysis, economic analysis, fiscal analysis, financial analysis, budget analysis or in program administration or program management or (B) any equivalent combination of the required experience and the substitutions below.Substitutions:I. A Bachelor's degree with a major in business administration, business management, public administration, industrial engineering or industrial management may be substituted for a maximum of two years of the required experience.*II. A Graduate degree with a major in business administration, business management, public administration, industrial engineering or industrial management may be substituted for the required experience.*III. A Bachelor's degree or higher degree with a major other than in business administration, business management, public administration, industrial engineering or industrial management may be substituted for a maximum of one year of the required experience.**Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed. Comprehensive BenefitsWhen you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.Want the specifics? Explore our Employee Benefits and Rewards!An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.Job Field: Administrative ServicesOrganization: Operational Services DivisionSchedule: Full-timeShift: Day