Fleet Management Coordinator

Job Summary

The Fleet Management Coordinator is responsible for overseeing the daily operations, maintenance, and administration of the organization’s vehicle fleet to ensure safe, reliable, and efficient transportation for clients, staff, and program operations. This role supports the programs by coordinating and scheduling vehicle maintenance and repairs, monitoring vehicle safety and compliance, and ensuring vehicles are available to meet the needs of various programs and service locations. The position works closely with programs, direct service staff, and external vendors to address transportation needs, minimize service disruptions, and promote responsible use of agency resources.

This is a full-time (40 hours) position on a Monday-Friday, 8:00am-4:30pm schedule. This role is based at our Atlantic Ave office in Rochester, NY but may require travel to any Hillside location.

Essential Job Functions

• Develop, implement, and maintain agency vehicle policies and procedures.
• Manage monthly WEX fuel card activity, including: review of statements and daily charges.
• Review and process monthly Enterprise rental account statements and invoices.
• Monitor weekly and monthly speeding reports and GPS tracking systems through Azuga to support safe vehicle operation.
• Administer E-ZPass accounts, including statement reviews and ordering replacement transponders.
• Maintain AAA membership records, track expiration dates, coordinate renewals, and order replacement cards as needed.
• Coordinate staff loaner vehicle requests and reservations, ensuring vehicles are returned in good condition with all required equipment and pouch contents accounted for.
• Maintain accurate and up-to-date physical and electronic fleet records.
• Coordinate vehicle recall appointments and follow up to ensure required repairs are completed.
• Manage annual vehicle insurance documentation and coordinate replacement documents as needed.
• Coordinate annual Department of Transportation (DOT) renewals and maintain required documentation.
• Manage DMV-related fleet activities, including replacing stolen license plates, returning plates, and maintaining trailer registrations.
• Coordinate with campus and site-based Fleet Coordinators, including facilitating quarterly meetings and serving as the primary liaison for fleet-related issues and concerns.
• Coordinate semiannual fleet vehicle cleaning services, including scheduling with Delta Sonic and submitting purchase order (PO) requests.
• Conduct quarterly inspections of all fleet vehicles to assess interior and exterior condition, verify inspection and registration status, confirm required vehicle pouch contents and GPS device functionality, and review oil life and other maintenance needs.
• While this job description covers many aspects of the role, employees may be required to perform other duties as assigned.

Education & Experience

• High School diploma or GED required

• Minimum 1 year of experience in vehicle maintenance and/or vehicle safety required

Special Requirements

• Unrestricted, valid NYS driver’s license for minimum of 1 year with a clean driving record and minimum insurance coverage that meets agency standards.

Knowledge, Skills & Abilities

In addition to demonstrating the Hillside Professional Competencies of Communicates Effectively, Personal Excellence, Cultural Competence, Builds and Leverages Relationships and Optimizes Decision Making, the following occupational competencies must be demonstrated:

• Knowledge of fleet management practices, vehicle maintenance procedures, and vehicle safety standards.

• Strong organizational skills with the ability to manage multiple fleet-related responsibilities and deadlines.

• Effective written and verbal communication skills to coordinate with staff, vendors, campus representatives, and service providers.

• Strong attention to detail when reviewing statements, invoices, vehicle records, inspection reports, and compliance documentation.

• Effective problem-solving and analytical skills to identify discrepancies, address fleet concerns, and coordinate timely resolutions.

Physical Demands & Work Environment

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

• Must be able to work a variable schedule including evenings and weekends

• The following physical demands are required:

  • Occasional sitting (up to 4 hours)

  • Occasional standing (up to 1 hour)

  • Occasional walking (up to 2.5 hours)

  • Occasional driving (up to 8 hours)

  • Continuous balancing (up to 8 hours)

  • Occasional balancing, bending, stooping, climbing, kneeling, pushing, pulling, reaching forward or down, reaching overhead, running, and twisting (up to 2.5 hours)

  • Weekly lifting up to 50 lbs. (community-based staff may be required to lift an empty wheelchair weighing up to 50 lbs.), 10-15 lbs. on a daily basis

  • Weekly carrying up to 55 lbs. approximately 10-100 ft., 10-15 lbs. on a daily basis

• Manual dexterity is required, including the frequent ability to grasp in both hands and continuous use of fine manipulation skills in both hands (approximately 1-2.5 hrs.)

• Occasional exposure to temperature changes, dust, fumes, gases or chemicals is apparent.

• Protective clothing or equipment as required: close toed shoes; protective shields, universal precaution PPE, and gloves for toileting and food preparation

• Ability to change positions as needed

$22.50 Minimum pay rate, $31.00 Maximum pay rate, based on experience.