Fleet Coordinator

Job Description

Job Description

Hope Mission Statement

The mission of Hope the Mission is to prevent, reduce and eliminate poverty, hunger, and homelessness by offering immediate assistance and long-term solutions.

Position Purpose and Summary 

HTM runs vehicles every day of the year. Food moves to sites in them. Staff reach people in them. Supplies reach events in them. Participants reach milestone appointments in them. A vehicle that is not ready in the morning is a service that does not happen that day.

The Fleet Coordinator makes sure the vehicles are ready for the driver and the trip. This role keeps preventive maintenance on schedule instead of letting it slip into reactive repair, collects and reviews daily inspection reports, tracks every reported defect through to correction, and works repair vendors to return vehicles to service quickly. It maintains the service and inspection record that a DOT or Cal/OSHA inspector asks to see.

The measure of this role is simple. Vehicles are ready when the schedule says they are needed. When they are not, someone knew early and worked the problem. The Fleet Coordinator owns that every day.

Primary Duties and Responsibilities 

Preventive Maintenance Execution

• Execute the preventive maintenance schedule across all HTM vehicles according to standards set by the Fleet Manager.

• Schedule vehicles for service around operational demand and communicate scheduled downtime in advance.

• Enforce maintenance timelines and prevent deferred service from accumulating.

• Track mileage, engine hours, and service intervals and initiate service before intervals lapse.

• Escalate readiness risks to the Fleet Manager before they affect service.

Inspection and Defect Correction

• Collect and review daily vehicle inspection reports submitted by drivers and assigned operators.

• Follow up on missing inspection reports and report chronic gaps to the Fleet Manager.

• Track every reported defect to correction and document the outcome.

• Remove unsafe vehicles from service and notify the Fleet Manager immediately.

• Verify completed repairs before returning vehicles to service.

Vendor Work Order Coordination

• Open, track, and close repair work orders with approved vendors.

• Schedule vehicle drop-off and pick-up and arrange transport as needed.

• Obtain repair estimates and route those exceeding approval thresholds to the Fleet Manager.

• Communicate repair status and expected return-to-service dates to affected departments.

• Review vendor invoices against authorized work and flag discrepancies to the Fleet Manager.

Records and Compliance Support

• Maintain service, inspection, and repair records for all vehicles.

• Maintain registration, insurance, and vehicle documentation files and track renewal dates.

• Prepare inspection and maintenance records for regulatory review.

• Track vehicle downtime and report recurring failures to the Fleet Manager.

• Maintain fuel card assignments and reconcile fuel records.

Vehicle Assignment and Availability

• Ensure that Keys are maintained according to departmental standards.

• Assign vehicles and equipment against operational demand.

• Adjust assignments when vehicles are out of service and communicate changes to affected departments.

• Coordinate vehicle availability with the Warehouse Manager to support the delivery schedule.

• Coordinate vehicle assignments for HTM events with the Fleet Manager.

• Maintain the vehicle assignment record and keys or access control for the fleet.

Safety and Incident Support

• Provide vehicle service history, inspection records, and maintenance documentation to the Safety Manager for investigation.

• Follow all safety policies and procedures in the vehicle yard and at vendor facilities.

• Complete hazard corrections assigned by Risk and Safety within the assigned completion date.

Marginal Functions

• Move vehicles between HTM sites, vendor facilities, and the yard as needed.

• Support vehicle donation intake documentation as directed by the Fleet Manager.

• Support new site openings and events with vehicle logistics.

• Perform additional duties as assigned by the Fleet Manager.

Skills:

• Holds preventive maintenance to schedule without allowing deferred service to accumulate.

• Reads vehicle inspection reports and distinguishes urgent defects from routine wear.