Fleet Vehicle Coordinator

Position: Operations Fleet Vehicle Coordinator

Status: Regular, Full-time, Non-Exempt

Department: Campus Operations

Reports to:Operations & Student Work Director

Salary: $24.00/hour

Schedule: 7 a.m. - 3:30 p.m. Monday – Friday with the ability to flex shift based on team priorities.

Description: The Operations Fleet Vehicle Coordinator is responsible for the daily management, administrative compliance, and comprehensive maintenance oversight of all college-owned vehicles, golf carts, and motorized field equipment. This position serves as the primary administrative and operational logistics hub for campus transportation, ensuring safe, reliable, and efficient transit support for campus facilities, academic field research, athletic travel, and student organizations. The role supports the college’s mission by maintaining campus infrastructure and appearance in accordance with Paul Smith's College safety, operational, and customer service standards.

Duties & Responsibilities:

• Schedule, track, and monitor mandatory preventative maintenance (including oil changes, state inspections, tire rotations, and safety checks) for all institutional vehicles and specialized field equipment.

• Establish and manage strategic relationships with external automotive repair shops, commercial parts suppliers, and fuel providers to guarantee cost-effective, high-quality, and timely service.

• Act as the primary institutional point of contact for roadside assistance, vehicle breakdowns, accident response, and towing logistics during standard operational and event hours.

• Maintain rigorous digital asset records for every college vehicle, including titles, registrations, state licensing, and comprehensive maintenance histories using specialized fleet management systems.

• Ensure institutional compliance with federal and state Department of Transportation (DOT) regulations, environmental safety mandates, and college risk management policies.

• Monitor and audit fleet expenditures, track institutional fuel card distribution and usage, process departmental invoices, and assist leadership in projecting annual fleet capital and operating budgets.

• Oversee the campus-wide driver authorization process for employees, students, volunteers, executing mandated Motor Vehicle Record (MVR) background checks.

• Manage the authorized driver list to ensure accuracy.

• May implement driver safety training.

• Serve as the initial coordinator for documenting vehicle collisions, property damage, and submitting structural claims to the college's insurance and leadership.

• Engage with the Office of People & Culture on any employee who is at risk of losing fleet vehicle driving privileges either through their MVR check and/or vehicle collisions or property damage.

• Manage the centralized campus vehicle reservation platform, ensuring equitable and optimized distribution of vehicles across competing academic, athletic, and facility operational calendars.

• Maintain strict security control over vehicle keys, fleet garage access, and user-submitted mileage and operational logs.

• May provide backup duties to other roles within Campus Operations.

• Perform other duties assigned by the Operations & Student Work Director.

Qualifications:

• High school diploma or equivalent required.

• Minimum of 1+ years of professional experience in fleet operations, transportation logistics, commercial dispatching, or automotive service coordination.

• Proficiency in digital inventory or fleet management software platforms (e.g., Fleetio, Samsara) alongside professional mastery of Google Workspace and the Microsoft Office Suite.

• Must possess or obtain within 30 days of hire, any required OSHA trainings or certifications.

• Excellent verbal and written communication skills necessary to interact professionally with a diverse campus population, ranging from student workers to senior executive leadership.

• Ability to work with a broad range of diverse individuals and groups to form a safe and inclusive campus community.

• Active driver’s license and driving record acceptable to our insurance carrier.?

Preferred:

• Associate’s or Bachelor’s degree in Business Administration, Logistics, Automotive Technology, or a related operational field preferred.

• Possession of, or the ability to obtain, a Commercial Driver’s License (CDL) is highly desirable.

Physical Requirements:

Environmental Conditions

• Work requires frequent navigation of campus parking lots and maintenance bays.

• Regular exposure to outdoor weather conditions during vehicle inspections.

Lifting and Carrying

• Occasional heavy lifting (up to 50 lbs) of vehicle tires, parts, or fluid inventory.

Mobility

• Frequent sitting and desk work to manage software, logs, and compliance records.

• Frequent standing and walking across campus operational areas.

Dexterity and Hand-Eye Coordination

• Manual dexterity for accessing, inspecting, and tracking fleet parts and vehicle keys.

• Fine motor skills for ongoing data entry, log management, and compliance tracking on a computer.

Sensory Requirements

• Good vision and hearing, with corrective or assistive devices as necessary, to safely conduct visual vehicle safety checks, audit maintenance histories, and monitor field equipment.

Paul Smith’s College is an equal opportunity employer. Position descriptions are created that focus on essential functions, using inclusive language, and avoid unnecessary or discriminatory requirements. I understand and accept the duties and responsibilities set forth in this Position Description.

Applicants will be reviewed promptly and the search will move quickly, so do not delay in submitting applications.