Fleet Coordinator - Provisional

• Assists with the procurement of new and leased vehicles.

• Assists management with the assignment of vehicles to appropriate staff.

• Ensures that fleet vehicles are inspected and scheduled for preventative maintenance in a timely manner.

• Collects, reviews and maintains information such as monthly vehicle usage reports and quarterly personal mileage reports. Provides reports as requested.

• Disseminates vehicle and safety information to drivers.

• Provides drivers with University driving rules; obtains and maintains signed acknowledgement of receipt.

• Ensures compliance with vehicle usage policies by reviewing and monitoring of campus driving records through various sources including the University insurance provider and State critical driver program; provides notification to management as required.

• May supervise staff assigned to fleet operations.

Fleet Coordinator

Non-exempt

The City University of New York’s Department of Facilities Planning, Construction, and Management (FPCM), through its recently formed Office of Facilities Maintenance, Operation, and Emergency Response, will lead the university's shared facilities services operation. The newly envisioned shared facilities services model will operate through the university’s four regional maintenance hubs, supported by the business and administration teams operating from the facilities central office.

The Fleet Coordinator reports to the Facility Procurement Manager and oversees all operational aspects of the vehicle fleet for the FPCM division. This position serves as the central point of contact for all matters related to the vehicle fleet, ensuring that vehicles are available, well-maintained, and operated safely. The Fleet Coordinator will coordinate with Hub Executive Directors, skilled trades supervisors, and the Executive Director for Administration and JOC’s program to ensure that fleet vehicles are properly maintained, schedules are adhered to, and the fleet operates safely and efficiently.

Duties include tasks such as scheduling maintenance, coordinating repairs, ensuring compliance with relevant regulations, and collaborating with the FPCM administration and appropriate university regulatory offices to oversee the safe driving program, new driver orientation, and reporting requirements.

Other tasks include monitoring fuel consumption, maintenance costs, and other fleet-related expenses, as well as communicating with drivers, mechanics, and management to ensure smooth operations. Additionally, this role involves tracking fleet usage, generating reports, and analyzing data to identify areas for improvement.

This position requires regular travel to university facilities, regulatory offices, fleet parts and service vendors, and campus auto shops.

• Under general supervision, oversees campus vehicle activities to ensure compliance with university policies and procedures. Ensures that fleet vehicles are properly maintained and repaired. Collects and maintains all data related to vehicle operation and maintenance. Performs related work. General Work Tasks

• Assists with the procurement of owned and leased vehicles.

• Assists management with assigning vehicles to the appropriate staff.
  • Ensure that fleet vehicles are inspected and scheduled for preventative maintenance promptly.

• Collects, reviews, and maintains information such as monthly vehicle usage reports and quarterly personal mileage reports. Provides reports as requested.

• Disseminates vehicle and safety information to drivers.

• Provides drivers with university driving rules; obtains and maintains signed acknowledgement of receipt.

• Ensures compliance with vehicle usage policies by reviewing and monitoring campus driving records through various sources, including the University insurance provider and State critical driver program; provides notification to management as required.

• May supervise staff if assigned to fleet operations.