Fleet Coordinator – Job Description

Sunrise Transportation

Sunrise Transportation has been partnering with school districts for over 30 years to provide best-in-class transportation to students across the Midwest and Northeast, with a special focus on serving students with special needs. We are not just a bus company; we are a bright spot in our passengers’ day. We lead with safety, trust, reliability, transparency, attentiveness, and a strong sense of family. Our mission is to elevate transportation beyond what’s expected- and to do it with heart.

Position Summary

The Fleet Coordinator supports the daily operational needs of the maintenance shop by ensuring all fleet records, inspections, compliance documentation, parts activity, and vehicle scheduling are organized and accurate.

This role acts as the communication bridge between the Shop, Operations, Safety, and Dispatch teams.

The Fleet Coordinator helps ensure that buses are properly scheduled for preventive maintenance (PMs), safety inspections, repairs, and compliance checks so that every vehicle is safe, operational, and route-ready.

This role is essential to reducing downtime, improving communication, maintaining data accuracy, and supporting Sunrise’s mission of providing safe and reliable transportation services for special needs students.

Fleet Compliance, Documentation & Records Management

• Maintain accurate digital and physical records for work orders, inspections, repairs, PM schedules, parts usage, fuel cards, driver PINs and DOT/ADA compliance documentation.

• Track and schedule annual state inspections, monthly safety inspections, lift inspections, emission testing, camera/GPS system audits and registration renewals.

• Ensure all documentation is entered correctly into the fleet maintenance system.

• Prepare daily, weekly, and monthly fleet status reports for Operations and Safety.

• Monitor ADA and special-needs equipment for compliance.

• Maintain out-of-service (OOS) logs and ensure updates are communicated and documented.

Communication & Operational Coordination

• Serve as the point of contact between Shop, Dispatch, Safety, and Operations for fleet-related information.

• Provide daily updates on bus availability, OOS status, repair timelines, and PM scheduling.

• Coordinate with Dispatch to schedule buses for repair without disrupting routes.

• Communicate urgent repairs or safety-related concerns to the Service Manager immediately.

• Document road calls, tow requests, and breakdown responses.

• Track causes of road calls and provide reporting for trend analysis.

Preventive Maintenance & Scheduling

• Maintain the PM calendar and notify staff of upcoming preventive maintenance requirements.

• Flag overdue PMs and support prioritization.

• Schedule buses for lift inspections, camera/GPS maintenance, and safety audits.

• Track mileage, fuel reports, and utilization trends.

Parts, Inventory & Vendor Support

• Assist with parts ordering, tracking, and inventory management.

• Ensure accurate documentation of parts received, used, and returned.

• Coordinate with vendors for tire services, equipment repairs, and warranty claims.

• Maintain purchase order logs and support budget tracking.

Administrative & Compliance Reporting

• Generate reports for DOT audits, inspections, district reviews, and internal leadership requests.

• Maintain CDL, medical card, and training compliance records for maintenance personnel when applicable.

• Assist with accident documentation, photo logs, and repair follow-up.

Qualifications

• 2–4 years of experience in fleet operations, transportation, logistics, or maintenance support.

• Strong knowledge of fleet documentation and DOT/ADA compliance requirements.

• Experience with fleet software systems and Microsoft Outlook and Excel

• Strong communication and organizational skills.

• Ability to manage competing priorities in a fast-paced environment.

• Experience with special needs transportation is a plus.

Physical Requirements

• Ability to stand, walk, and communicate throughout the day.

• Occasional lifting up to 25 pounds.

• Ability to work in hot, cold, or damp environments with moderate noise.

• Possible exposure to water, fumes, chemicals, and weather.

What We Will Offer You

Sunrise Transportation is committed to enriching the lives of our team members and offers a comprehensive set of health, wellness, and development benefits. We foster a supportive and inclusive environment where continuous learning is encouraged and every team member has the opportunity to grow their career.

EQUAL OPPORTUNITY EMPLOYER

Sunrise is proud to be an equal-opportunity employer. We recruit, employ, train, compensate, and promote regardless of race, religion, color, national origin, sex, disability, age, veteran status, or any other protected status. We celebrate diverse perspectives and welcome team members who want to join us, grow with us, and do their best work.

Salary : $25 - $29