Fleet Coordinator- Fire Rescue

Fleet Operations Coordinator

Purpose

Summary:

Coordinate and administer fleet operations for the department, including vehicle acquisition, maintenance, replacement planning, procurement, inventory management, and regulatory compliance. Serve as the primary liaison between department personnel, County Fleet, vendors, and other stakeholders to ensure the safe, efficient, and cost-effective operation of fleet assets.

Essential Duties:

• Coordinate fleet operations for the department.
• Monitor vehicle preventive maintenance schedules and ensure timely completion of required services.
• Coordinate vehicle maintenance and repair activities with internal and external service providers.
• Maintain detailed maintenance, repair, and service history records for all fleet vehicles.
• Inspect and test vehicles following maintenance and repair work.
• Review and process vehicle repair and maintenance work orders.
• Verify completion of warranty repairs and maintain related documentation.
• Respond to vehicle breakdowns and provide operational guidance during emergency situations.
• Coordinate vehicle repairs and maintenance activities with the County Fleet Department.
• Transport vehicles to vendors and service providers for repairs, modifications, inspections, and delivery.

Fleet Asset Management:

• Maintain a complete inventory of fleet vehicles, equipment, parts, and related assets.
• Develop and coordinate fleet replacement plans with department leadership and operational personnel.
• Assign department vehicles in accordance with management direction and operational needs.
• Register vehicles, obtain titles, and maintain accurate registration records.
• Prepare surplus and retired vehicles for disposal, auction, or reassignment.
• Issue and track fuel cards and maintain accurate usage and inventory records.
• Coordinate vehicle acquisitions, equipment installations, and fleet upfitting projects.
• Provide guidance regarding vehicle and equipment acquisition, utilization, and maintenance.

Procurement, Vendor & Contract Administration:

• Follow County procurement policies and procedures for fleet-related purchases and contracts.
• Develop bid specifications for vehicle acquisition, maintenance, repair, and equipment installation services.
• Assist in the evaluation and selection of vendors, contractors, and service providers.
• Coordinate services with vendors, contractors, government agencies, and internal stakeholders.
• Collaborate with operational staff and vendors to develop vehicle build specifications and equipment requirements.
• Ensure fleet activities comply with applicable laws, regulations, policies, and contractual requirements.
• Review fleet procedures and operational practices and recommend process improvements.

Budget & Administrative Support:

• Monitor fleet expenditures and assist with budget preparation and administration.
• Process purchase requisitions, invoices, change orders, and receiving documentation in accordance with County procedures.
• Maintain accurate fiscal records and prepare monthly revenue and expenditure reports.
• Order supplies and equipment necessary for fleet operations.
• Maintain accurate, organized, and complete fleet records and documentation.
• Receive, review, respond to, and route correspondence related to fleet operations.
• Answer inquiries and provide information regarding fleet services, policies, and procedures.

Reporting, Training & Coordination:

• Compile, analyze, and prepare reports related to fleet operations, utilization, maintenance, and performance.
• Maintain vehicle accident records and coordinate repair activities involving operational personnel, the County Fleet Department, and legal representatives.
• Train assigned personnel on fleet policies, procedures, and operational processes.
• Develop, update, and maintain fleet standard operating procedures.
• Represent the fleet function at meetings, committees, and interdepartmental discussions.
• Present fleet-related information and reports to management and governing bodies as requested.
• Provide customer service and technical assistance to internal and external stakeholders.

Additional Duties:
Other duties as assigned.

Qualifications:

A. Education. High School diploma or equivalent.

B. Experience. In accordance with County policy.

C. Education/Experience substitution. Three (3) years of experience in fleet operations, fleet support, or asset management.

D. Licenses/Certifications. Valid unrestricted driver's license and must maintain a satisfactory driving record in accordance with County policy. Automotive Certification preferred. Forklift certification preferred.

E. Other (e.g., post-offer medical exam, polygraph, background check, driver's license record, etc.). Must pass pre-employment background check and driving record check.

Knowledge, Skills, and Abilities Required by the Position:

Knowledge of:

• Principles and practices of coordinating activities of departmental fleet.
• Principles, practices and techniques of automotive and equipment repair.
• Parts and supplies receiving, stocking and inventory control methods.
• Governmental…