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.

• Maintains service and inspection records that withstand regulatory review.

• Coordinates with repair vendors on scope, cost, and turnaround.

• Identifies recurring mechanical and compliance problems before they become service failures.

• Communicates directly with drivers, staff, vendors, and operations leadership.

• Balances vehicle availability against maintenance needs without letting either slip.

• Manages competing vehicle demands without losing accuracy or missing deadlines.

• Operates Microsoft Office, Google Workspace, and fleet or maintenance tracking systems.

Qualifications:

• High school diploma or equivalent required.

• Coursework or training in fleet operations, automotive technology, or logistics preferred.

• Minimum two years of experience in fleet operations, vehicle maintenance coordination, or a closely related role required.

• Working knowledge of preventive maintenance scheduling and vehicle inspection processes required.

• Working knowledge of Department of Transportation and Cal/OSHA requirements as they apply to fleet operations preferred.

• Experience coordinating with repair vendors preferred.

• Bilingual in English and Spanish preferred.

Mandatory Requirements:

• Background Screening – Employment is contingent upon the successful completion of background checks as required per worksite.

• Drug and Alcohol Testing – Candidates must pass pre-employment and ongoing drug and alcohol screenings in accordance with company policy.

• Motor Vehicle Record (MVR) Check – For roles requiring driving, employment is contingent upon an acceptable driving record.

• Legal Eligibility to Work – Candidates must provide proof of legal authorization to work in the US.

• Compliance with Company Policies and HIPAA standards – All employees must comply with company policies, including safety, confidentiality, and conduct standards.

• Must have reliable transportation.

• Must have proof of vehicle insurance coverage.

• Must have a valid CA drivers license.

Physical, Demands, Environmental Conditions, Equipment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. The employee is required to: walk and climb stairs; stand, bend, squat, climb, kneel, and twist on an intermittent or sometimes continuous basis; grasp, push, pull objects such as files, file cabinet drawers, and reach overhead; handle, finger, grasp and feel objects and equipment; reach with hands and arms; be mobile by moving oneself from place to place quickly and easily; repeat various motions with the wrists, hands, and fingers; be able to perform visual activities for (including, but not limited to) administrative and clerical tasks; ability to lift up to 50 lbs.; communicate, receive and exchange ideas, information by means of the spoken and written word; drive vehicles in and around Los Angeles County; be able to enter various buildings that may require climbing stairs; be periodically subjected to outside environmental conditions. The employee may work in proximity to service animals and emotional support animals; use a desktop and/or laptop computer; various office machines. Complete all required forms in personal writing.

Work Environment

The employee may be in contact with individuals and families in crisis who may be ill, using alcohol and drugs, and who may not be attentive to basic personal hygiene, health and safety practices. The employee may experience a number of unpleasant sensory demands associated with the participants’ use of alcohol and drugs, and lack of personal hygiene. The employee must be ready to respond quickly and effectively to many types of situations, including crisis situations and potentially hostile situations. The noise level in the work environment is usually moderate in an office setting. Sometimes work may become stressful when working under pressure or in crisis intervention.

EEO: HTM (Hope the Mission) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, HTM complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, placement, promotion, recall, transfer, leaves of absence, compensation and training.

HTM will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if HTM is concerned about a conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the California Department of Fair Employment and Housing’s Fair Chance Act webpage.