Non-Profit Transportation Coordinator

Title: Transportation Coordinator

Reports to: VP of Clinical Services

Department: Transportation

FLSA Status: Non-Exempt/Full-Time

The Transportation Coordinator is responsible for planning, coordinating, communicating, and overseeing effective operations of all HEP vehicles. This position requires preventative vehicle maintenance coordination and oversight of vehicle repairs as well as collaboration with various departments to ensure compliance with FDOT mandates, FL State transportation management plans, GPS monitoring systems, data analysis and reporting, operational safety protocol and organizational support of OSHA safety and health standards, training, and organizational safety compliance. This position also drives the 15-passenger VA Shuttle.

PRINCIPLE DUTIES AND RESPONSIBILITIES:

• Coordinate and manage daily transportation services for clients, including trips to medical appointments, job interviews, social services, and other community resources.
• Provide fixed-route shuttle service between HEP to Bay Pines VA Medical Center at least twice per week.
• Schedule and track routine preventative maintenance for FDOT vehicles in accordance with the state management plan.
• Supervise and guide drivers (staff and/or volunteers), ensuring proper training, safety practices, and ongoing adherence to policies.
• Ensure all transportation operations are in compliance with local, state, and federal transportation regulations, and organizational policies and procedures.
• Monitor and maintain vehicle fleet, including scheduling inspections, repairs, registration, tags, and preventive maintenance.
• Maintain complete and accurate documentation for audits, including trip logs, mileage, fuel usage, vehicle records, and maintenance reports.
• Communicate with program staff to anticipate transportation needs and adjust schedules accordingly.
• Prepare reports and assist in tracking transportation-related expenses for budgeting and forecasting purposes.
• Collaborate with the Executive Management Team to identify opportunities for efficiency, innovation, and enhanced service delivery.
• Work collaboratively with Compliance and HR regarding driver and vehicle compliance.
• Follow, maintain, and update the FDOT-approved Transportation Operating Plan (TOP) and stay current with FDOT listserv and quarterly FDOT meetings.
• Monitor and maintain telematics platform, generate monthly reports and distribute to managers at least monthly as per HEP’s Transportation Safety Plan.
• Develop and maintain metrics to improve fleet program cost effectiveness and safety performance.
• Conduct safety audits following FDOT/FL safety standards and regulations.
• Serve as the primary point of contact for transportation-related inquiries, ensuring clear communication between staff, drivers, and clients.

EDUCATION, SKILLS AND QUALIFICATIONS:

• High School Diploma/GED. (Associate’s or Bachelor's degree in business, logistics, or a related field preferred.)
• Previous experience in transportation coordination, logistics, or program operations (non-profit experience a plus).
• Sensitivity to the cultural diversity of clients to successfully work with diverse racial, ethnic and economic groups.
• Knowledge of FDOT rules, policies and regulation of fleet management.
• Proficiency in Microsoft 365.
• Experience or knowledge of basic automotive mechanics.
• Excellent communication and interpersonal skills.
• Strong organization and time management skills.
• Ability to work independently and as part of a team.
• Must be willing to learn new skills and maintain flexibility with various department needs.

WORKING CONDITIONS:

• Work environment requires majority of time moving about inside and outside in varying temperatures
• Comfortable transporting clients in company vehicle and driving in all weather conditions
• Walking and standing on uneven surfaces around HEP campus required.
• Must be able to lift a minimum of 50 lbs. with ease. Above 50 lbs. requires a team lift
• Valid FL driver’s license with a clean driving record
• Ability to pass background level 1, MVR, DOT Physical, regulated drug and alcohol screenings

The above declarations are not intended to be an “all-inclusive” list of duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the job and be a reasonable representation of its activities. HEP is a Drug Free Workplace and Equal Opportunity Employer.

HEP does not discriminate against any class of protected persons covered by applicable law in its hiring and/or advancement opportunities. HEP encourages people of all minority statuses to apply.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Application Question(s):

• Do you have previous driving experience?
• Are you comfortable driving company vehicles?
• Are you comfortable working around the homeless population, those with substance abuse and mental health issues?
• Can you successfully pass a background Level 1, MVR, DOT physical, regulated drug and alcohol screening?

License/Certification:

• Driver's License (Preferred)

Ability to Commute:

• Clearwater, FL 33755 (Required)

Ability to Relocate:

• Clearwater, FL 33755: Relocate before starting work (Required)

Work Location: In person