Fleet Coordinator

Job Title: Fleet/Facilities Technical Coordinator

Job ID: 66379

Location: 312 Rosa L. Parks Avenue, 14th Floor, Nashville, Tennessee 37243

Work Arrangement: Hybrid (3 days onsite, 2 days remote)

Candidate Location Requirement: Must reside within 50 miles of the work location

Pay Rate: $32 /hr on W2 (All Inclusive)

Objective / Summary

The Fleet/Facilities Technical Coordinator provides operational and administrative support to the Asset Management Division's Fleet/Facilities Asset Section. The role is responsible for maintaining continuity of fleet and facility operations by supporting asset management activities, fleet acquisition processes, tracking systems, inventory management, vendor coordination, documentation maintenance, and operational reporting. The ideal candidate will be highly organized, detail-oriented, responsive, and capable of managing multiple priorities in a fast-paced operational environment.

Scope of Services / Responsibilities

• Provide day-to-day operational and administrative support for Fleet/Facilities Asset Section activities.
• Support motor pool operations and Agile Fleet-related processes.
• Maintain and update fleet order tracking systems and asset management tools.
• Organize, maintain, and update fleet and facility records, documentation, and operational files.
• Assist with asset inventory activities, asset tagging, and asset record maintenance.
• Track equipment deliveries, surplus assets, and related asset management activities.
• Monitor and follow up on fleet acquisition processes and operational requests.
• Assist with tracking warranties, invoices, purchase orders, and asset-related documentation.
• Coordinate with internal TDOT teams, regional offices, vendors, and external stakeholders.
• Support preparation and maintenance of standard operating procedures (SOPs).
• Assist in creating communication materials, status reports, updates, and operational records.
• Update databases and tracking systems with accurate and timely information.
• Support program continuity by maintaining accurate documentation and operational records.
• Respond to inquiries and provide customer service support to internal and external stakeholders.
• Assist with operational reporting, dashboard updates, and data collection activities.
• Support compliance, audit, and record-keeping requirements.

Minimum Requirements

Education & Experience

Option 1

• Associate’s degree or Bachelor’s degree in Business, Administration, or a related field.
• Minimum 3 years of demonstrated experience in maintenance, fleet operations, facility operations, or a related technical discipline.

OR

Option 2

• High School Diploma or equivalent.
• Minimum 5 years of demonstrated experience in maintenance or a related technical discipline.

Required Skills & Experience

• Ability to communicate clearly and professionally with internal and external stakeholders.
• Strong customer service skills with the ability to respond promptly to inquiries.
• Experience maintaining accurate records, documentation, audit records, or compliance-related files.
• Experience coordinating activities among internal teams, regional staff, vendors, and cross-functional stakeholders.
• Experience supporting fleet, facilities, maintenance, asset management, or similar operational environments.
• Experience with asset inventory management, asset tagging, asset tracking, and maintaining asset records within databases or management systems.
• Working knowledge of dashboards, reporting tools, data collection processes, and operational data analysis.
• Experience reviewing and maintaining:
• Invoices
• Purchase Orders
• Contracts
• Warranty Documentation
• Delivery Records
• Asset-Related Financial Documentation
• Strong organizational and documentation skills.
• High attention to detail and accuracy.
• Ability to quickly learn existing processes and procedures.
• Ability to work independently with minimal supervision.
• Ability to adapt to changing priorities and operational needs.

Preferred Qualifications

• Experience supporting government fleet or facilities management programs.
• Experience working with Agile Fleet or similar fleet management systems.
• Experience developing or updating standard operating procedures.
• Experience with asset lifecycle management processes.
• Experience supporting inventory audits and compliance activities.
• Experience preparing operational reports and management updates.
• Familiarity with vendor management and procurement-related activities.

Operational Requirements / Deliverables

• Work onsite three days per week and remotely two days per week.
• Must be located within 50 miles of the Nashville work location.
• Maintain fleet and facility asset records with a high degree of accuracy.
• Track fleet orders, asset deliveries, warranties, invoices, and surplus activities.
• Support inventory management, tagging, and asset tracking processes.
• Provide timely responses to stakeholder inquiries and operational requests.
• Prepare and update operational reports, status updates, and program documentation.
• Assist with maintaining SOPs, communication materials, and compliance records.
• Coordinate activities with TDOT staff, regional offices, vendors, and business partners.
• Ensure continuity of Fleet/Facilities operations during the temporary assignment period.
• Manage assigned tasks effectively with minimal oversight and changing daily priorities.