fleet coordinator

Position Summary:

The Fleet Coordinator is responsible for the oversight, scheduling, maintenance, and compliance of the hospital's vehicle fleet, which includes corporate vehicles, GSA vehicles, trailers, UTVs, and golf carts. This position ensures all vehicles and related equipment are in safe, reliable operating condition, manages fuel usage and purchasing, tracks mileage and usage, and maintains all documentation required for internal policy, GSA compliance, and regulatory requirements. The Fleet Coordinator will work closely with departments across the hospital to ensure transportation needs are met in a timely and cost-effective manner.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

Fleet Management & Maintenance

• Oversee day-to-day operations of the hospital's fleet, including cars, trucks, GSA vehicles, trailers, and UTVs/Golf Carts.
• Schedule and track preventive maintenance, inspections, and repairs to ensure reliability and safety.
• Maintain accurate service logs and vehicle history records.
• Ensure compliance with manufacturer recommendations, GSA guidelines, and safety regulations.
• Ensures drivers MVR's pursuant to the Fleet Management Policy.

Fuel Management

• Oversee fuel purchasing for all fleet vehicles and equipment, ensuring accurate tracking and reporting.
• Monitor fuel card usage, reconcile fuel invoices, and identify discrepancies or misuse.
• Implement fuel efficiency best practices.

Compliance & Documentation

• Maintain up-to-date registrations, insurance, GSA reports, and required documentation.
• Monitor driver eligibility, training, and certifications in accordance with hospital and GSA policies.
• Prepare and submit reports to hospital leadership and government agencies as required.

Scheduling & Coordination

• Coordinate vehicle reservations and assignments to hospital staff.
• Track and report vehicle usage, mileage, and operational costs.
• Ensure availability of vehicles for hospital events, outreach, patient care support, and other operational needs.

Asset & Budget Oversight

• Assist in budget planning for fleet operations, including fuel, maintenance, and replacement vehicles.
• Maintain inventory of fleet-related assets, including trailers, UTVs, and equipment.
• Recommend vehicle replacement or acquisition based on cost analysis and operational needs

Minimum Qualifications:

• High school diploma or GED required; associate's degree preferred.
• At least two (2) years of experience in fleet management, vehicle maintenance coordination, or related field.
• Experience with GSA vehicle programs preferred.
• Experience in healthcare or rural operations is preferred.
• Valid driver's license with a clean driving record.
• CDL or willingness to obtain may be preferred.
• Must be able to successfully pass the Employee Health Program requirements and background investigation.

Knowledge, Abilities, Skills, and Certifications:

• Strong organizational and scheduling skills.
• Knowledge of vehicle maintenance and repair requirements.
• Familiarity with GSA fleet policies and reporting procedures.
• Proficiency in Microsoft Office and fleet management software.
• Ability to maintain accurate records and prepare clear reports.
• Strong communication skills for coordination with multiple departments.
• Licenses & Certifications:

Physical Demands:

While performing the duties of this job, the employee regularly is required to sit; use arms and hands to reach and grasp objects; talk and hear. The employee frequently is required to walk. The employee occasionally is required to stand; stoop, kneel, crouch, bend, reach, and crawl. The employee must occasionally lift and/or move up to 50 pounds.

Work Environment:

Work is generally performed in an office with moderate noise level. Extended hours and irregular shifts may be required. Ability to work outdoors in various weather conditions. Occasional travel between hospital facilities or to service providers.

Salary : $40,000 - $70,000