Fleet Coordinator

Job Description

Job Description

Position Summary The Fleet Coordinator is responsible for coordinating the day-to-day transportation and fleet operations for Medical Associates Plus (MAP). This position serves as a central point of coordination for MAP vehicles, including passenger vans, facilities/maintenance vehicles, diesel vehicles, and mobile units. This position will ensure vehicles are properly scheduled, maintained, clean, safe, and available when needed. This position will coordinate vehicle assignments, maintenance appointments, passenger transportation, special events, Saturday activities, mobile unit schedules, and other transportation needs across the organization. The ideal candidate is organized, dependable, safety-conscious, and customer-service oriented Responsibilities and Duties Fleet Coordination Coordinate the daily use and scheduling of MAP fleet vehicles. Maintain an up-to-date schedule for all organization-owned or assigned vehicles. Track which vehicle is assigned, where it needs to be, when it is needed, and who is responsible for its use. Coordinate vehicle availability for clinics, departments, special events, community activities, and mobile services. Coordinate transportation needs for Saturday events and other activities outside of the normal workweek. Monitor vehicle usage and identify scheduling conflicts before they become operational problems. Communicate vehicle schedules and changes to appropriate staff and departments. Ensure vehicles are available and ready for scheduled assignments. Vehicle Maintenance & Service Coordinate and schedule routine and preventive maintenance for all fleet vehicles. Maintain records of scheduled and completed maintenance. Track oil changes, inspections, tires, brakes, fluid services, repairs, and other routine maintenance needs. Coordinate repairs and service appointments with appropriate vendors or service providers. Monitor vehicle maintenance schedules and ensure vehicles are taken in for service when required. Follow up on vehicles that are out of service and communicate expected return-to-service dates. Coordinate diesel vehicle maintenance and service needs. Help identify potential vehicle problems and report safety or mechanical concerns promptly. Ensure required inspections, registrations, and other vehicle-related requirements are kept current, as applicable. Vehicle Cleanliness & Readiness Ensure passenger vans and other fleet vehicles are clean, organized, and ready for use. Establish and monitor vehicle cleaning schedules. Check vehicles for general cleanliness and readiness before scheduled use. Ensure vehicles have appropriate basic supplies and equipment. Report damage, safety concerns, or missing equipment. Coordinate cleaning or detailing when necessary. Transportation / Driver Responsibilities Safely operate MAP passenger vans and other assigned vehicles. Transport employees, patients, community members, equipment, or supplies as authorized. Provide transportation support for mobile units and community-based activities. Coordinate passenger transportation schedules and ensure passengers arrive safely and on time. Assist with transportation for special events and Saturday activities. Follow all applicable traffic laws, organizational policies, and vehicle safety procedures. Conduct appropriate vehicle inspections before operating vehicles. Immediately report accidents, vehicle damage, mechanical concerns, or safety issues. Maintain a professional, courteous, and respectful manner when interacting with passengers, employees, patients, and community partners. Qualifications Education High school diploma or equivalent required. Valid driver's license with a satisfactory driving record. Experience Ability to safely operate passenger vans and other assigned MAP vehicles. Previous professional driving, fleet, transportation, facilities, logistics, or vehicle coordination experience preferred. Strong organizational and scheduling skills. Ability to manage multiple vehicles, schedules, and competing priorities. Basic computer skills and ability to use email, calendars, spreadsheets, and scheduling systems. Ability to communicate effectively with employees, passengers, vendors, and leadership. Strong customer service skills. Ability to work independently and make sound decisions. Preferred Qualifications Previous fleet coordination or transportation coordination experience. Experience coordinating vehicle maintenance and repairs. Experience operating passenger vans or similar vehicles. Experience working with mobile units or community-based services. Basic knowledge of vehicle maintenance. Physical and Work Requirements Ability to sit and drive for extended periods. Ability to enter and exit passenger vans and other vehicles safely. Ability to perform routine vehicle inspections. Ability to bend, reach, stand, walk, and occasionally lift or carry items as required. Ability to assist with loading and unloading supplies or equipment within established safety limits. Ability to work outdoors in varying weather conditions when necessary. Disclaimer The above is intended to describe the job functions, the general supplemental functions and the essential requirements for the performance of this job. It is not to be construed as an exhaustive statement of supplemental duties, responsibilities, or non-essential requirements. Medical Associates Plus is an Equal Opportunity Employer and does not discriminate against any employee or applicant because of race, color, sex, age, national origin, religion, sexual orientation, gender identity and/or expression, veteran status, basis of disability or any other federal, state or local protected class.