Transportation Assistant- Fleet Coordinator

Fleet Coordinator

Monitors and manages the General Services Administration (GSA) Fleet Vehicle Program assigned to the Medical Center.

Initiates procurement actions for replacement and additional vehicles based on established replacement standards and consultation with service lines.

Coordinates with facility stakeholders to determine transportation requirements; prepares specifications for non-standard vehicles or identifies feasible modifications to existing vehicles.

Receives, inspects, and assigns new vehicles to the appropriate service line.

Conducts audits to ensure proper care, maintenance, and compliance with policies, procedures, safety rules, and regulations.

Submits monthly, quarterly, and annual cost reports; reports noncompliance issues and recommends corrective actions to management.

Communicates agency and local fleet policies and priorities to all vehicle users.

Develops Statements of Work and purchasing documentation for leasing, purchasing, maintenance, and repair services, including major repairs exceeding $10,000.

Coordinates procurement actions for leased and agency owned vehicles through VISN, VACO, and GSA channels.

Prepares annual new and replacement vehicle forecasts; recommends vehicle types, options, and optimal fleet inventory levels.

Manages return and pickup scheduling of GSA vehicles at the Fleet Management Center.

Processes SharePoint based vehicle requests and assigns vehicles to meet customer needs; coordinates with Travel and Finance when vehicles are unavailable.

Schedules and coordinates maintenance, updates vehicle databases, and provides status updates to FMS leadership, VISN, and VACO.

Coordinates and completes GSA FAST and CARS reporting, including budget projections.

Responds to VISN/VACO taskers, suspense items, and policy directive reviews.

Maintains CARS and GSA mileage systems, ensuring accuracy and timeliness.

Tracks and processes vehicle accident reports with VA Police; assists employees with required documentation.

Coordinates all aspects of the fleet credit card program, including issuance, cancellation, auditing, fraud reporting, and monthly reconciliation.

Orders VA license plates through UNICOR; maintains vehicle histories for six years beyond disposal.

Conducts detailed utilization analysis (mileage, frequency of use, passenger counts, trip purposes, fuel usage, maintenance cost, etc.) to ensure right sizing of the fleet.

Reviews fleet program budget activity; notifies management of anomalies or significant expenditures.

Ensures TAX Exempt purchasing compliance when reviewing vendor billing. Monitors utilization data to identify and resolve underutilization, implementing corrective initiatives as necessary.

Provides training to employees regarding fleet requirements, safety, travel/fleet system use, and driver responsibilities.

Plans and manages vehicle rotation to maximize efficiency and extend fleet lifespan.

Inspects vehicles for safety, cleanliness, and readiness, including windshield damage checks and seasonal inclement weather preparedness.

Removes unsafe vehicles from service and coordinates necessary maintenance.

Serves as the primary subject matter expert for the Medical Center Director, Associate Director, Chief of Staff, and ADPCS regarding all fleet program matters.

Work Schedule: 7:00am- 3:30pm

Telework: Ad-hoc

Position Description/PD#: Transportation Assistant- Fleet Coordinator / PD082820