Project Coordinator - Fleet Support

Project Coordinator - Fleet Support

The Project Coordinator - Fleet Support plays a critical role in supporting the Fleet Manager and Fleet Team by helping organize, modernize, and maintain the department's fleet and equipment inventory systems. This position is hands-on and operational, combing administrative coordination with occasional physical tasks related to inventory management and equipment tracking. The ideal candidate will be detail-oriented, adaptable, and comfortable working in both office and field environments. This role is especially suited for someone who has experience transitioning inventory systems from paper-based or analog processes to digital platforms and who enjoys building organized, efficient systems from the ground up.

Under administrative direction, is responsible for planning and administering a specific project or program for a City department. Serves as the administrative supervisor on projects or programs. Plans, assigns, supervises, and reviews activities of subordinate personnel. Monitors the project or program's operating budget and assists in the annual preparation of same. Designs, implements, and monitors procedures utilized in program evaluation. Develops and secures commitments from other City departments and agencies to provide services to program participants. Provides technical assistance or reviews program policies and procedures. Maintains current information and oversees the preparation of project status reports. Prepares financial and narrative reports and program applications. Communicates project/program status and information to municipal officials and/or public and private entities. May supervise employees assigned to the respective project. Performs other related duties as required.

Bachelor's Degree from an accredited four-year college or university in Business or Public Administration, Social Sciences, or closely related field preferred. Two (2) years of any equivalent combination of education, training and experience in program administration required. Must be able to lift and carry thirty (30) pounds. Valid State of Ohio Driver's License required.

Key Responsibilities: Inventory & Asset Management

• Assist in the organization, coordination, and ongoing maintenance of the department's fleet and equipment inventory.
• Support the transition of inventory records from analog/manual tracking systems to digital databases and spreadsheets.
• Manage inventory setup, data entry, updates, audits, and reconciliation to ensure accuracy and accountability.
• Assist with intake, tagging, and documentation of new vehicles, equipment, tools, and assets
• Track equipment availability and support daily operational needs across departments

System Implementation & Process Improvement

• Help implement and maintain streamlined processes for tracking fleet assets and equipment usage
• Identify gaps, inefficiencies, or inaccuracies in current inventory practices and recommend improvements
• Support the Fleet Manager in developing standardized procedures for inventory control and reporting
• Assist with the troubleshooting system and help resolve basic data process issues

Training & Communication

• Provide system access and basic training to staff on inventory tools, databases, and reporting processes
• Serve as a point of contact for inventory-related questions from internal teams
• Assist in preparing reports and summaries that support decision-making and operational planning
• Help ensure smooth communication between the Fleet Manager, Fleet Team, and other departments

Physical & Field Support

• Assist with organizing storage areas, inventory rooms, and equipment locations
• Perform occasional physical tasks such as moving, lifting, or staging inventory and equipment (up to approximately 20 pounds)
• Conduct on-site inventory checks, audits, and equipment verification as needed
• This position may require periods of standing, walking, bending, and working in storage or warehouse environments.

Note: Physical labor is not a daily requirement, but candidates must be comfortable performing these tasks when operational needs require it. Required Qualifications

• Minimum 2 years of experience in logistics, inventory management, asset tracking, or a related role
• Demonstrated experience transitioning inventory systems from manual/analog methods to digital platforms
• Strong attention to detail and organizational skills
• Proficiency with spreadsheets, databases, and digital recordkeeping systems
• Ability to manage multiple tasks, priorities, and deadlines in a fast-paced environment
• Strong problem-solving skills with a focus on process improvement
• Ability to lift up to 20 pounds occasionally and work in warehouse or storage environments

Preferred Skills & Experience

• Experience supporting fleet, facilities, or equipment-heavy operations
• Familiarity with municipal, public-sector, or large-organization inventory systems
• Experience assisting with system rollouts, staff training, or procedural documentation
• Comfortable working independently as well as part of a team

The City's guiding principles are as follows: Placing Clevelanders at the Center, Empowering Employees to Do Purposeful Work, Defining Clear and Pragmatic Objectives, Leading with Trust and Transparency, Striving for Equity in All We Do, and Embracing Change. All City employees are responsible for embracing and carrying out these principles in all that they do.