Fleet Maintenance Coordinator

Fleet Maintenance Coordinator

The Fleet Maintenance Coordinator is responsible for overseeing and supporting outsourced maintenance and repair activities for the City's vehicle and equipment fleet. This position manages vehicle accident claims, and oversees outsourced work to ensure timely, cost-effective, and high-quality service. The Coordinator serves as a primary liaison between Fleet Management, vendors, other city departments, Risk Management and insurance representatives to maintain safe and reliable fleet operations while ensuring compliance with applicable codes, standards, and regulations. Work performed in both office and shop environments. Occasional exposure to noise, fumes, and outdoor conditions during inspections or vendor visits. May be required to work extended hours during emergencies or peak workload periods. Position reports to the Fleet and Equipment Services Assistant Manager. To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Essential Job Functions:

• Manage and track all vehicle accidents, including coordination with insurance, risk management, and repair vendors to ensure timely claim processing and vehicle restoration.
• Obtain repair estimates, authorize work, and monitor progress for outsourced repairs.
• Develop and maintain relationships with vendors to ensure quality repairs and maintenance are performed.
• Coordinate vehicle repairs and logistics with outside vendors to minimize cost and downtime.
• Communicate with operations staff to ensure necessary fleet availability is maintained to meet departmental needs.
• Coordinate and participate in the delivery and pick-up of vehicles for preventive maintenance and repairs.
• Review and approve vendor invoices for accuracy and compliance with contract terms.
• Prepare and maintain detailed service records, accident documentation, and cost reports in the fleet management system.
• Prepare and maintain various records, logs, and reports related to fleet operations, maintenance, and expenses.
• Monitor fleet performance and maintenance trends to identify recurring issues and recommend improvements.
• Ensure compliance with all safety, environmental, and regulatory requirements related to fleet maintenance and repair.
• Assist with vehicle replacements, up fitting coordination, and surplus disposition as needed.
• Support procurement efforts for parts, supplies, and contracted maintenance services, including writing requisitions for sole source and emergency procurement.
• Provide reports and data analysis related to downtime, maintenance costs, and accident frequency.
• Ensure compliance with current maintenance and service contracts.
• Maintain a master record of current and expired contracts.
• Performs other duties and special projects as required.

Required Qualifications:

High school diploma or GED required; Associate's Degree in Automotive Technology, Business, or related field preferred. Minimum of three (3) years of experience in service writing, vehicle maintenance administration, or a related field. Experience managing vehicle accidents and outsourced repair work preferred.

Licenses and Certifications:

• Valid driver's license required.
• ASE certification(s) preferred, specifically ASE B6 (Damage Analysis and Estimating) and ASE C1 (Automotive Service Consultant).
• CDL preferred but not required.

Supplemental Information:

• Knowledge of vehicle and equipment maintenance practices and repair procedures.
• Good understanding of vehicle mechanical systems.
• Understanding of accident reporting, insurance claim processes, and risk management coordination.
• Knowledge of or ability to learn, fleet telematics systems and fleet information systems.
• Ability to learn applicable computer application skills.
• Proficiency in Microsoft Office, specifically Excel spreadsheets, for developing databases, tracking costs, and creating reports.
• Ability to read and comprehend federal, state, and city codes and compliance requirements.
• Ability to interact and work effectively with a wide range of individuals, including staff at all levels and external partners.
• Ability to react positively to frequent changes in duties and work volume.
• Ability to communicate clearly.
• Ability to logically organize details and support multiple projects through successful completion.
• Strong analytical, research, and organizational skills.
• Detail-oriented, professional, and able to manage time effectively in a dynamic environment.
• Must possess strong written and verbal communication skills.
• Must be highly organized and self-motivated.
• Self-confidence, emotional stability, good judgment, and tolerance for high stress.
• Ability to receive and maintain professional certifications, as required.
• Proficiency in fleet management software (such as FASTER) and data entry.
• Knowledge of purchasing and contract management principles preferred.