Transportation Safety and Fleet Maintenance Coordinator

Maintenance And Safety Coordinator

The Maintenance and Safety Coordinator is responsible for coordinating and monitoring the maintenance, safety, inspection, and regulatory compliance activities of the McDowell County Transportation Department's vehicles, equipment, facilities, and transportation operations. This position serves as a key liaison between the Transportation Director, vehicle operators, maintenance personnel, vendors, and regulatory agencies to ensure that County transportation vehicles and equipment are maintained in safe operating condition and that required inspections, preventive maintenance, documentation, and safety procedures are completed timely and accurately. The position will assist with developing and maintaining preventive maintenance schedules, monitoring vehicle repair and service needs, coordinating outside maintenance and repair services, maintaining maintenance and safety records, conducting safety inspections, monitoring compliance with applicable federal, state, and local requirements, and assisting with employee safety training and incident follow-up. Work requires considerable independent judgment, organization, attention to detail, and the ability to identify potential safety or maintenance concerns before they result in service interruptions, accidents, or regulatory violations.

Fleet Maintenance Coordination

• Coordinate and monitor preventive maintenance schedules for County Transportation vehicles and equipment.
• Maintain accurate records of vehicle mileage, inspections, repairs, preventive maintenance, parts, tires, and other service activities.
• Monitor vehicle maintenance schedules and ensure services are completed within required intervals.
• Review vehicle maintenance needs reported by drivers and determine appropriate follow-up.
• Coordinate repairs with County maintenance personnel and outside vendors as appropriate.
• Obtain estimates and assist with coordinating repairs and services while following County purchasing procedures.
• Monitor vehicles that are out of service and communicate anticipated return-to-service dates to appropriate personnel.
• Track recurring mechanical problems and identify trends that may require additional evaluation or replacement.
• Assist with evaluating vehicle replacement needs based on age, mileage, condition, maintenance history, reliability, and operational requirements.
• Maintain organized documentation for each vehicle and ensure records are readily available for audits and inspections.
• Coordinate routine inspections of lifts, ramps, wheelchair securement systems, emergency equipment, and other transportation-related equipment.
• Assist with maintaining transportation facilities, fueling areas, storage areas, and maintenance areas in a safe and orderly condition.

Safety and Compliance

• Coordinate the Department's vehicle and operational safety program.
• Conduct or coordinate routine safety inspections of vehicles and transportation equipment.
• Monitor compliance with applicable federal, state, and local transportation, vehicle, occupational safety, and accessibility requirements.
• Assist in ensuring vehicles are properly equipped with required safety equipment and documentation.
• Monitor required inspections, certifications, permits, and other compliance requirements.
• Assist with preparation for regulatory inspections and audits.
• Maintain documentation related to safety inspections, corrective actions, maintenance deficiencies, and compliance activities.
• Identify unsafe conditions and recommend corrective action to the Transportation Director.
• Follow up on identified safety deficiencies to ensure corrective measures are completed.
• Assist with developing and updating departmental safety procedures and checklists.
• Promote a culture of safety and accountability among transportation employees.

Driver and Employee Safety

• Assist with new employee orientation and safety training related to vehicle operation and transportation procedures.
• Coordinate or assist with periodic safety training, refresher training, and required certifications.
• Monitor completion of required employee training, certifications, medical or other applicable qualifications, and safety documentation as assigned.
• Assist supervisors with addressing unsafe driving practices, vehicle abuse, preventable maintenance issues, and repeated safety concerns.
• Review driver reports concerning vehicle defects and ensure reported problems receive appropriate attention.
• Reinforce proper vehicle inspection, reporting, fueling, cleaning, wheelchair securement, and emergency procedures.
• Assist with maintaining documentation of employee safety training and related activities.

Accident and Incident Coordination

• Assist with the Department's response to vehicle accidents, incidents, injuries, and safety-related events.
• Ensure required accident and incident documentation is completed accurately and timely.
• Assist with gathering photographs, vehicle information, driver statements, maintenance records, and other documentation following an accident or incident.
• Coordinate with appropriate County personnel, law enforcement, insurance representatives, and other parties as directed.
• Assist with reviewing accidents and incidents to identify contributing factors and potential corrective actions.
• Track accident and safety trends and provide reports or recommendations to the Transportation Director.
• Maintain confidential and organized records related to accidents, incidents, and safety investigations.

Records and Administrative Responsibilities

• Maintain accurate electronic and paper records related to vehicle maintenance, inspections, safety, repairs, accidents, and compliance.
• Develop and maintain spreadsheets, logs, checklists, schedules, and tracking systems as necessary.
• Prepare routine reports concerning fleet condition, maintenance expenses, vehicle downtime, inspections, accidents, and safety activities.
• Monitor maintenance and safety-related deadlines and notify appropriate personnel of upcoming requirements.
• Assist with departmental purchasing, inventory, invoices, work orders, and vendor documentation related to maintenance and safety.
• Review maintenance invoices and documentation for accuracy as assigned.
• Maintain organized records for audit and reporting purposes.
• Assist the Transportation Director with special projects, operational planning, and departmental initiatives.

Operational Support

• Work closely with dispatch, transportation supervisors, drivers, mechanics, and administrative personnel to minimize vehicle downtime and service interruptions.
• Assist in determining vehicle availability and coordinating vehicle substitutions when vehicles are unavailable.
• Communicate maintenance-related service disruptions to appropriate staff.
• Assist with emergency maintenance and operational situations as needed.
• Participate in departmental meetings and safety meetings.
• Provide recommendations to management regarding fleet maintenance, vehicle safety, equipment needs, and operational improvements.
• Perform other duties as assigned.

Knowledge, Skills, and Abilities Knowledge of:

• Principles and practices of vehicle and fleet maintenance.
• Preventive maintenance programs and scheduling.
• Vehicle safety inspection procedures.
• Transportation safety practices and procedures.
• Basic vehicle mechanical systems and terminology.
• Recordkeeping and documentation practices.
• Workplace safety principles.
• Applicable transportation and occupational safety regulations.
• Accident and incident reporting procedures.
• County purchasing and administrative procedures.
• Basic computer applications, spreadsheets, databases, and electronic recordkeeping systems.

Ability to:

• Coordinate multiple maintenance and safety activities simultaneously.
• Establish and maintain effective preventive maintenance tracking systems.
• Identify potential vehicle safety and maintenance concerns.
• Read and understand vehicle maintenance records, inspection reports, repair estimates, and technical documentation.
• Maintain accurate and detailed records.
• Communicate effectively with drivers, mechanics, supervisors, vendors, management, and regulatory personnel.
• Exercise sound judgment when identifying safety concerns.
• Investigate and document accidents, incidents, and maintenance issues.
• Organize work effectively and meet deadlines.
• Work independently while maintaining effective communication with department leadership.
• Handle confidential and sensitive information appropriately.
• Use Microsoft Office and other computer-based systems effectively.
• Prepare clear reports, correspondence, spreadsheets, and other documents.
• Establish positive working relationships with employees and the public.
• Respond appropriately to emergencies and time-sensitive operational issues.

Minimum Education and Experience High school diploma or GED required, supplemented by coursework, training, or experience in fleet maintenance, transportation operations, occupational safety, automotive technology, or a related field. Three (3) years of progressively responsible experience in fleet maintenance, transportation operations, vehicle safety, fleet administration, or a closely related field. An equivalent combination of education, training, and experience may be considered.

Preferred Qualifications

• Associate degree or technical certification in automotive technology, fleet management, transportation, safety, business administration, or a related field.
• Experience working with public-sector or transit fleet operations.
• Experience with preventive maintenance programs.
• Experience with vehicle inspections and regulatory compliance.
• Experience with wheelchair-accessible transportation equipment.
• Experience with accident investigation or fleet safety programs.
• Experience working with transportation management or fleet maintenance software.
• Familiarity with North Carolina public transportation requirements