Facilities Coordinator - Lincoln University

Overview

Thompson Facilities Services is seeking a detail-oriented and organized Fleet Coordinator to oversee the daily administration and coordination of fleet operations supporting a university campus. The Fleet Coordinator is responsible for maintaining vehicle records, scheduling preventive maintenance, monitoring vehicle utilization, coordinating repairs, managing compliance requirements, and supporting drivers and operational teams.

The ideal candidate will possess strong administrative and organizational skills, experience with fleet management systems, and the ability to coordinate multiple priorities in a fast-paced environment.


Responsibilities

• Coordinate the daily operation and administration of the campus fleet program.
• Maintain accurate records for vehicles, equipment, registrations, inspections, permits, warranties, and maintenance histories.
• Schedule and track preventive maintenance, inspections, repairs, and service appointments.
• Monitor vehicle utilization, mileage, fuel consumption, and operating costs.
• Process and maintain fleet-related documentation, invoices, purchase orders, and vendor contracts.
• Coordinate vehicle assignments, reservations, and replacements as needed.
• Assist with accident reporting, incident investigations, and insurance claim documentation.
• Ensure compliance with federal, state, local, university, and company fleet regulations.
• Maintain fleet inventory records and support vehicle acquisition and disposal processes.
• Generate fleet performance reports and provide recommendations for operational improvements.
• Coordinate with drivers, maintenance personnel, vendors, and university departments to ensure efficient fleet operations.
• Support emergency response and campus operations requiring transportation resources.
• Promote safe driving practices and assist with driver training and compliance programs.

Qualifications

• High school diploma or GED required; Associate degree in Business Administration, Logistics, Transportation Management, or related field preferred.
• Minimum of 2 years of experience in fleet administration, transportation operations, logistics coordination, facilities management, or a related field.
• Proficiency with Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Strong organizational, multitasking, and recordkeeping skills.
• Excellent communication and customer service abilities.
• Ability to analyze data and prepare reports.
• Valid driver's license with an acceptable driving record.

Preferred

• Experience with fleet management software or computerized maintenance management systems (CMMS).
• Knowledge of vehicle maintenance schedules and transportation regulations.
• Experience supporting fleet operations within a university, healthcare, government, or commercial facilities environment.
• Familiarity with fuel management systems and vehicle telematics.

Physical Requirements

• Ability to sit, stand, and walk for extended periods throughout the workday.
• Ability to use computers, tablets, telephones, and standard office equipment.
• Ability to occasionally lift, carry, push, or pull up to 25 pounds.
• Ability to inspect vehicles and equipment, which may require bending, reaching, kneeling, crouching, and climbing.
• Ability to work indoors and outdoors in varying weather conditions when conducting vehicle inspections.
• Ability to travel throughout campus and fleet locations as needed.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Who We Are:

Thompson Hospitality is of the largest restaurants, food service, and facilities management companies in the country. We are highly built upon our values, do the right thing, do the best you can, and treat others how you want to be treated, which are shaped by more than 33 years of relationships with our clients, guests, and communities. We offer competitive benefits, see our website for more.

We are an equal opportunity employer and value diversity. All employment decisions are made based on qualifications, merit, and business needs. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other protected status under applicable federal, state, or local laws.