Fleet Specialist

The City of Lynchburg is an Equal Opportunity Employer.

The Fleet Services department of the City of Lynchburg is an award-winning operation. Accolades include NAFA’s #5 ranking of Fleets within the U.S., Canada, and North, South, and Central America, as well as top 50 Fleets in the Nation by Government Fleet Magazine. We are currently seeking a full-time Fleet Specialist I to join our team. To deliver the best possible experience for our customers, the ideal candidate must be team-oriented with a focus on continuous improvement and be able to accomplish measurable results while managing high-value resources in a dynamic, fast‑paced environment.

We offer stable hours, opportunities for advancement, and a competitive benefits package including VRS (Virginia Retirement System), 457 Deferred Compensation, and paid time off. The City offers medical, dental, and vision benefits to all full‑time employees and their eligible dependents. Currently, the employee‑only premium for medical insurance is $26.00/month.

To learn more about Fleet Services: https://(Use the "Apply for this Job" box below)..

The Fleet Specialist I performs skilled administrative, customer service, and technical support work serving as the primary liaison between Fleet Services customers and maintenance personnel. Responsibilities include receiving and documenting repair requests, creating and managing work orders, scheduling preventive maintenance services, coordinating communication between customers and technicians, preparing repair estimates, maintaining fleet maintenance records, supporting fuel site operations, and performing minor vehicle service tasks.

Work is performed under the general supervision of the Fleet Operations Manager.

The following duties are illustrative and are not intended to describe every duty performed by the incumbent.

• Promptly greet customers arriving at Fleet Services facilities and provide professional, courteous assistance.
• Receive and document vehicle and equipment maintenance concerns from customers.
• Listen carefully to customer descriptions of vehicle or equipment issues and ask follow‑up questions to gather accurate diagnostic information.
• Serve as the primary point of contact between customers and Fleet Services personnel.
• Communicate repair status, estimated completion dates, and maintenance recommendations to customers and departments.
• Explain technical repair information in a clear and understandable manner.
• Answer customer inquiries regarding maintenance services, repair costs, work status, and scheduling.
• Handle incoming telephone calls, emails, and service requests.

• Create, process, and maintain work orders using the Fleet Management Information System (FMIS).
• Enter vehicle, equipment, labor, parts, and maintenance information accurately into computerized systems.
• Review completed repair orders for accuracy and completeness.
• Prepare and communicate repair estimates to departments and outside agencies.
• Maintain accurate maintenance histories and service records.
• Ensure proper documentation of warranty repairs and vendor services.

• Coordinate and schedule preventive maintenance (PM) services for City vehicles and equipment.
• Monitor maintenance schedules and notify departments when assets are due for service.
• Track vehicle downtime and assist with scheduling to maximize fleet availability.
• Coordinate maintenance appointments and shop workload to improve operational efficiency.
• Assist in managing vehicle replacement and service scheduling records.

• Assist with the operation and customer support functions of City fueling facilities.
• Monitor fuel site activities and report equipment malfunctions or operational concerns.
• Maintain fuel transaction and usage records as required.
• Relocate vehicles and equipment between City facilities, maintenance shops, vendor locations, fueling stations, and operational sites.
• Assist with vehicle intake, dispatch, and return processes.
• Support fleet utilization efforts by coordinating vehicle movement and availability.
• Perform basic inspections to identify…