Facilities & Fleet Coordinator

The Facilities & Fleet Coordinator is responsible for supporting the efficient operation, maintenance, safety, and compliance of The Moore Center facilities at all locations and for the fleet of 15-20 vehicles. This role coordinates building maintenance activities, vendor relationships, fleet administration, and workplace safety initiatives to ensure a safe, functional, and cost-effective work environment. The position serves as the primary point of contact for facility-related issues and fleet management activities.

Part Time: 20-25 hours a week.

Pay: $23-$25/hr.

Key Responsibilities

Facilities Management

• Coordinate routine building maintenance, repairs, and preventative maintenance activities for all Agency locations (greater Manchester, NH area).
• Serve as the primary contact for facility service vendors, contractors, and landlords; including but not limited to janitorial, landscaping, snow removal, security, and other facility services.
• Conduct regular inspections of facilities to identify maintenance, safety, and operational needs.
• Manage office space, furniture, equipment, and storage areas.
• Track facility-related work orders and ensure timely resolution.
• Support emergency preparedness and business continuity activities.
• Maintain facility records, permits, warranties, and service agreements.

Fleet Management

• Coordinate routine vehicle maintenance, repairs, preventative service, vehicle registrations and inspections.
• Maintain vehicle records and monitor fleet utilization, mileage, fuel usage, and vehicle condition.
• Coordinate vehicle replacement planning and disposal activities as directed.
• Support driver onboarding by ensuring required documentation and training records are current.
• Investigate and document vehicle incidents, accidents, and insurance claims.

Safety & Compliance

• Assist with workplace safety programs and compliance initiatives.
• Maintain records related to environmental and Agency safety requirements.
• Ensure fleet vehicles meet regulatory and company safety standards.
• Support safety training initiatives and maintain associated documentation.

Administrative & Financial Support

• Obtain quotes and coordinate vendor selection for maintenance and repair projects.
• Process invoices and track spending against facilities and fleet budgets.
• Maintain service contracts and monitor vendor performance.
• Prepare reports related to facility operations, fleet performance, maintenance expenses, and asset utilization.
• Recommend process improvements and cost-saving opportunities.

Qualifications

Required

• 3 years of experience in facilities coordination, fleet administration, office operations, or a related field.
• Strong organizational and project coordination skills.
• Proficiency with Microsoft Office Suite, particularly Excel, Outlook, and Teams.
• Ability to manage multiple priorities and vendors simultaneously.
• Valid driver's license with a satisfactory driving record.

Preferred

• Experience with fleet management systems or maintenance tracking software.
• Knowledge of building maintenance, workplace safety, and vehicle compliance requirements.
• Experience managing service contracts and vendors.
• Ability to do minor facilities repairs.

Physical Requirements

• Ability to walk throughout facilities and conduct inspections.
• Ability to occasionally lift up to 100 pounds.
• Ability to travel locally between company locations and service providers as needed.