Fleet Maintenance Coordinator

Salary: $51,445.00 - $63,572.00 Annually
Location : Public Works, Fleet Management, 120 Forest Glen Drive, Suffolk, VA
Job Type: Full Time
Job Number: 04503
Department: PUBLIC WORKS-FLEET MANAGEMENT
Opening Date: 06/04/2026
Closing Date: 6/18/2026 11:59 PM Eastern


Description


The Fleet Maintenance Coordinator is responsible for overseeing and supporting outsourced maintenance and repair activities for the City's vehicle and equipment fleet. This position manages vehicle accident claims, and oversees outsourced work to ensure timely, cost-effective, and high-quality service. The Coordinator serves as a primary liaison between Fleet Management, vendors, other city departments, Risk Management and insurance representatives to maintain safe and reliable fleet operations while ensuring compliance with applicable codes, standards, and regulations. Work performed in both office and shop environments. Occasional exposure to noise, fumes, and outdoor conditions during inspections or vendor visits. May be required to work extended hours during emergencies or peak workload periods. Position reports to the Fleet and Equipment Services Assistant Manager.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Essential Job Functions

• Manage and track all vehicle accidents, including coordination with insurance, risk management, and repair vendors to ensure timely claim processing and vehicle restoration.
• Obtain repair estimates, authorize work, and monitor progress for outsourced repairs.
• Develop and maintain relationships with vendors to ensure quality repairs and maintenance are performed.
• Coordinate vehicle repairs and logistics with outside vendors to minimize cost and downtime.
• Communicate with operations staff to ensure necessary fleet availability is maintained to meet departmental needs.
• Coordinate and participate in the delivery and pick-up of vehicles for preventive maintenance and repairs.
• Review and approve vendor invoices for accuracy and compliance with contract terms.
• Prepare and maintain detailed service records, accident documentation, and cost reports in the fleet management system.
• Prepare and maintain various records, logs, and reports related to fleet operations, maintenance, and expenses.
• Monitor fleet performance and maintenance trends to identify recurring issues and recommend improvements.
• Ensure compliance with all safety, environmental, and regulatory requirements related to fleet maintenance and repair.
• Assist with vehicle replacements, up fitting coordination, and surplus disposition as needed.
• Support procurement efforts for parts, supplies, and contracted maintenance services, including writing requisitions for sole source and emergency procurement.
• Provide reports and data analysis related to downtime, maintenance costs, and accident frequency.
• Ensure compliance with current maintenance and service contracts.
• Maintain a master record of current and expired contracts.
• Performs other duties and special projects as required.

Required Qualifications
High school diploma or GED required; Associate's Degree in Automotive Technology, Business, or related field preferred. Minimum of three (3) years of experience in service writing, vehicle maintenance administration, or a related field. Experience managing vehicle accidents and outsourced repair work preferred.

Licenses and Certifications:

• Valid driver's license required.
• ASE certification(s) preferred, specifically ASE B6 (Damage Analysis and Estimating) and ASE C1 (Automotive Service Consultant).
• CDL preferred but not required.

Supplemental Information

• Knowledge of vehicle and equipment maintenance practices and repair procedures.
• Good understanding of vehicle mechanical systems.
• Understanding of accident reporting, insurance claim processes, and risk management coordination.
• Knowledge of or ability to learn, fleet telematics systems and fleet information systems.
• Ability to learn applicable computer application skills.
• Proficiency in Microsoft Office, specifically Excel spreadsheets, for developing databases, tracking costs, and creating reports.
• Ability to read and comprehend federal, state, and city codes and compliance requirements.
• Ability to interact and work effectively with a wide range of individuals, including staff at all levels and external partners.
• Ability to react positively to frequent changes in duties and work volume.
• Ability to communicate clearly.
• Ability to logically organize details and support multiple projects through successful completion.
• Strong analytical, research, and organizational skills.
• Detail-oriented, professional, and able to manage time effectively in a dynamic environment.
• Must possess strong written and verbal communication skills.
• Must be highly organized and self-motivated.
• Self-confidence, emotional stability, good judgment, and tolerance for high stress.
• Ability to receive and maintain professional certifications, as required.
• Proficiency in fleet management software (such as FASTER) and data entry.
• Knowledge of purchasing and contract management principles preferred.

Seasonal Employees- No Benefits
Part-time Employees - Sick Leave (See below)
Full Time Employees are eligible for the following benefits;

Retirement (Virginia Retirement System employer) for employees hired on or after 1/1/14 - Hybrid Members
Hybrid plan members contribute 4 percent of creditable compensation to the defined benefit plan and 1 percent to the defined contribution plan each month. Members may voluntarily contribute up to an additional 4 percent in 0.5 percent increments to the defined contribution plan each month. Members can increase or decrease their voluntary contributions on a quarterly basis. With the mandatory and voluntary contributions to the defined contribution component of the plan, members can contribute a maximum of 5 percent with a 3.5 percent match from the employer. Members invest in various investment options that best fit their needs.
Vested after 5 years in the defined benefit part of the plan. Vested in phases based on years in the Defined Contribution part of the Plan. The retirement eligibility for a full or reduced retirement pension in the Hybrid Plan is very detailed. Please contact the Virginia Retirement System or the Human Resources Department for details.

Paid Time Off (PTO) Yearly earnings
120 Hours (1-59 months), 144 Hours (60-119 months), 168 Hours (120- 179 months), 192 Hours (180 and over)
Sick Leave
Part Time employees earn 4 hours per month Sick leave accrues at the end of the month and may be accrued with no ceiling.

Personal Leave
All regular full time employees are granted 24 hours of personal leave each calendar year. Personal leave must be preapproved and is not cumulative.
Health Insurance
Coverage available for you and your eligible dependents using pre-tax payroll deductions if elected.
Supplemental Insurances
Employees may purchase the following supplemental insurance policies: short term and long term disability, cancer, accident, supplemental hospitalization, and group universal life insurance.
Employer Sponsored Short Term and Long Term Disability
Provides disability coverage for employees work and non-work related disabilities. Work related disabilities are covered starting on day one (1). Non work related disabilities are covered starting on day eight (8), after you have been employed for one year.
Flexible Spending Accounts
Employees may participate in the Health Reimbursement, Dependent Care Reimbursement and Premium Reimbursement Accounts. All deductions are made on a pre-tax basis and will reduce your taxable income.
Life Insurance
The city pays the entire premium for life insurance coverage in the amount of 2 times annual salary for natural death and 4 times annual salary for accidental death.
Optional Life Insurance
Employees have the option of electing additional life insurance coverage in the amount of 1, 2, 3 or 4 times their annual salary. Employees may only purchase optional life insurance on spouses and children if they are enrolled in optional life insurance for themselves.


Family and Medical Leave Act (FMLA)
12 weeks of job protected leave for leaves approved in accordance with the Family Medical Leave Act. Employees receive continuation of health insurance, job protection and consideration for a comparable job when available, or an equivalent job, upon return to work.
Funeral Leave
24 hours of paid leave of absence in case of death in immediate family.
Holidays
Suffolk follows the Virginia State holiday calendar as set by the Governor of the Commonwealth of Virginia.

Jury Duty
Time off with pay with difference between jury pay and regular pay or use annual leave and keep check.
457 Deferred Compensation, ROTH IRA, Traditional IRA
Offered through ICMA Retirement Corporation as a way to shelter a portion of your salary from income taxes and save for retirement.
Employee Assistance Program
Offers employees and immediate family members (3) free, confidential counseling sessions related to a broad range of issues such as marital or family conflict, job or personal stress, alcohol or drug abuse, financial or legal worries, etc.

Worker's Compensation
Should an employee have an on the job injury, he/she could be eligible for Workmen's Compensation Benefits, except in cases of willful neglect.

Pay Days
Employees will be paid on the 15th and last working day of each month.
Credit Union
A Suffolk Credit Union is available to employees.
Legal Services
Employees may prepay for access to legal assistance.
Notary Public Services
Services available in the Human Resources Department.

Alternative Work Schedule For some positions -Offers 4 Alternative Work Schedule options to provide employees with greater control over their personal and professional time, as well as reducing absences.
01


Do you possess a valid driver's license?

• Yes
• No

02


Do you have at least three (3) years of experience in service writing, vehicle maintenance administration, fleet coordination, or a closely related field?

• Yes
• No

03


Which best describes your experience coordinating vehicle repairs with outside vendors?

• No experience
• Less than 1 year
• 1-3 years
• More than 3 years

04


Have you managed or coordinated vehicle accident reporting, insurance claims, repair estimates, or outsourced repair work?

• Yes
• No

05


Which fleet management or maintenance tracking systems have you used? (Select one)

• None
• FASTER
• Other fleet management software
• Multiple fleet management systems

06


Do you currently hold any of the following certifications/licenses? (Select all that apply)

• ASE Certification(s)
• ASE B6 - Damage Analysis and Estimating
• ASE C1 - Automotive Service Consultant
• CDL
• None

Required Question