Fleet Coordinator (Piedmont)

Position Overview

The Fleet Coordinator is responsible for supporting the day-to-day coordination of The Blood Connection's vehicle fleet, including bloodmobiles, box trucks, courier vehicles, and departmental vehicles. This position assists with fleet maintenance scheduling, vendor coordination, vehicle readiness, regulatory documentation, and operational support. The Fleet Coordinator works under the direction of the Manager of Fleet and partners with Facilities and Operations to support mobile blood drives, logistics planning, vehicle tracking, and timely communication of fleet status through systems such as Fleetio and Geotab.

Essential Functions

Fleet Operations and Maintenance

• Supports daily fleet operations for bloodmobiles, box trucks, courier vehicles, and departmental vehicles.
• Coordinates preventive maintenance, inspections, service appointments, and repairs as directed by the Manager of Fleet.
• Communicates with vendors regarding repair timelines, service needs, estimates, and vehicle availability.
• Tracks vehicle downtime and follows up on open repairs to support operational readiness.
• Maintains accurate vehicle service records, inspection records, and compliance documentation in Fleetio.
• Uses Geotab to monitor vehicle status, mileage, safety alerts, and other fleet performance information.
• Conducts and documents regular vehicle inspections to confirm roadworthiness, cleanliness, equipment status, and operational readiness.
• Submits facility tickets for vehicle-related maintenance or service issues and follows up through completion.

Fleet Administration, Compliance, and Claims Support

• Assists with maintaining compliance records related to safety, emissions, DOT requirements, registrations, inspections, and insurance documentation.
• Maintains fleet inventory records and updates vehicle asset assignments across locations.
• Assists with documenting vehicle accidents and incidents, including gathering reports, photographs, repair estimates, and related information.
• Supports coordination with insurance providers, repair vendors, and internal stakeholders during the claims process.
• Maintains logs of repair estimates, damage assessments, claim status, and completed repairs.

Cross-Functional Support

• Supports operational planning and vehicle readiness for mobile blood drives and logistics needs.
• Collaborates with Facilities, Operations, IT, and departmental teams on fleet-related needs and special projects.
• Assists with emergency preparedness and Continuity of Operations (COPE) planning related to vehicle availability and fleet support.

Vendor Coordination and Reporting

• Schedules and coordinates repairs, inspections, maintenance, and vehicle movement with third-party vendors.
• Maintains vendor contact information, service documentation, invoices, estimates, and maintenance records.
• Assists with warranty claims, parts orders, service documentation, and follow-up on pending vendor items.
• Tracks and reports fleet performance, repair status, vehicle utilization, and maintenance trends using Fleetio and Geotab.
• Escalates urgent service issues, recurring vehicle concerns, and operational risks to the Manager of Fleet.

Other Duties

• Attends training sessions, safety meetings, and professional development activities.
• Stays current with applicable fleet procedures, DOT requirements, safety practices, and internal processes.
• Performs other related duties as assigned.

Minimum Qualifications

• High school diploma or equivalent required; associate degree in Logistics, Business Administration, Automotive Technology, or a related field preferred.
• Minimum of 2 years of experience in fleet coordination, vehicle maintenance coordination, transportation/logistics support, or related administrative support.
• Valid driver license with clean driving record required; Class B CDL with air brakes preferred or required if assigned.
• Experience supporting a variety of vehicles, including commercial trucks, courier vehicles, or specialty mobile units preferred.
• Working knowledge of vehicle maintenance scheduling, repair coordination, inspection tracking, and fleet documentation.
• Experience with Fleetio, Geotab, or equivalent fleet management and telematics software strongly preferred.
• Skilled in Microsoft Office Suite; comfortable with cloud-based platforms and electronic recordkeeping systems.
• Strong organizational, follow-up, analytical, and time management capabilities.
• Prior experience supporting vehicle insurance claims or accident documentation preferred.
• Excellent verbal and written communication skills.

Physical Demands

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Lifting and/or pulling/pushing up to 50 lbs.
• Prolonged periods of standing, sitting, walking, or driving.
• Occasional kneeling, crawling, bending and twisting for vehicle inspections or repairs.