Fleet Maintenance Coordinator

Fleet Maintenance CoordinatorThe United Planning Organization (UPO) is the designated Community Action Agency for Washington, District of Columbia, and has served the residents of the District since 1962. Our Vision for the future is "UPO's Washington: A city of thriving communities and self-sufficient residents"; our Mission is "Uniting People with Opportunities."POSITION: Fleet Maintenance CoordinatorPROGRAM/DIVISON: Shelter Hotline Program/Community Health DivisionBULLETIN No: 05062026HOURLY RATE: $19.00-$25.00 per hourOPENING DATE: June 24, 2026CLOSING DATE: Open until filledFIRST SOURCE: N/AJOB SUMMARY:The role is responsible for the overall maintenance of the Shelter Hotline fleet to ensure compliance; set preventative maintenance schedule, track completion of maintenance tasks of external vendors. In this position, the individual will keep inventory of spare parts and vehicle supplies as well as conduct minor/emergency mechanical repairs of vehicles. Perform light mechanical duties including windshield wiper blade replacement, fluid level checks/top-offs, bulb changes, and scheduled/on-demand safety checks. Management of electronic database systems is imperative. Position requires the use of an in-house developed mobile and web-based application for fleet operations. Provide weekly all-encompassing vehicle inventory reports. Preparation and provide fleet-related monthly reporting.MAJOR DUTIES :Maintain timely inspections, registration and renewals on vehicles. Ensure compliance with DOT regulations, laws and requirements. Develop and schedule fleet preventative maintenance, including alignments, tire rotations, fluid changes, and other routine services. Log all preventive and routine maintenance into electronic record-keeping mechanisms. Develop and maintain vehicle cleaning schedule to ensure sanitary conditions and professional appearance. Work with external vendors (auto-mechanics) to ensure cost-effective services. Negotiate pricing, scope of work, and service terms with repair vendors to control costs. Coordinate and transport vehicles to and from repair facilities as needed. Ensure accurate and proper documentation of invoices, accidents, and incident reporting. Process insurance claims for vehicle incidents; serve as point of contact with insurance carriers and maintain claim documentation. Manage notices of infraction (tickets), including tracking, driver responsibility, payment coordination, and resolution. Schedule fleet preventative maintenance, routine services, and repairs. Work with external vendors (auto-mechanics) to ensure cost-effective services. Ensure accurate and proper documentation of invoices, accidents, and incident reporting. Monitor performance of vehicles and make recommendations. Maintain/manage database of SHL vehicles vehicle information. Oversee management of all electronic database systems related to fleet operations. Provide recommendations and guidance for fleet-related improvements. Maintain GPS devices and dashcams; ensure proper function and data capture. Perform scheduled and on-demand vehicle safety checks; complete light mechanical services to include windshield wiper replacement, bulb changes, and fluid checks/top-offs.MINIMUM QUALIFICATIONS :High school diploma or GED and 3-5 years of valid mechanical experience required. Must possess a Class B Commercial Driver's License (CDL) at a minimum. Ability to work outdoors in extreme weather conditions. Possess a valid driver's license and a clean driver's record. Ability to work various shifts including holidays and weekends. Must have comprehensive geographic knowledge of Washington, DC area to be able to navigate the streets and neighborhood. Demonstrate great written and verbal skills with the ability to pay strong attention to details. Good working knowledge of MS Office (Word, Excel, Outlook) and ability to learn/use other relevant electronic systems related to fleet management. Familiarity with Global Positioning Systems (GPS) and the installation of GPS devices and dashcams required. Experience managing electronic database systems and utilizing in-house mobile and web-based applications required. The ability to negotiate with repair vendors is required. Ability to perform light mechanical duties including fluid checks, bulb/wiper replacement, and basic vehicle safety inspections.Must be able to work sensitively and effectively with individuals of diverse educational, socio-economic, and cultural backgroundsDESIRED QUALIFICATIONS :Associates degree and CDL License with an A endorsement. Prior experience as a fleet coordinator. Excellent oral, written communication, and negotiation skills.OTHER REQUIREMENTS :In the event that an offer is extended, the selected candidate will be required to successfully complete a criminal background check and/or FBI fingerprinting, as well as pre-employment drug screening, as applicable for the position.This position is covered under the collective bargaining agreement.EMPLOYMENT TYPE: Full Time / Regular (37.5 Hour Work Week)ESSENTIAL POSITION : x YES o NOCOMPETITIVE BENEFITS :Health/Kaiser, 70/30 splitDental/MetLife, all employees paidVision/VSP, all employees paid401k, Safe Harbor Match-5.5% given as a benefit, will match 1% of staff contributionSick Leave 4.5 Hours Every Pay PeriodVacation Leave 4.5 Hours Every Pay Period2 Personal DaysPaid HolidayTo be considered for this position: Submit your cover letter, resume driving record to the Career Center online.UPO is an Equal Opportunity Employer