Facilities Fleet Safety Coordinator

The Facilities Fleet Safety (FFS) Coordinator supports daily business operations by coordinating workflows, department needs, and organizational efficiency, under the direct supervision of the environmental, Health and Safety Manager (EHS Manager) and in collaboration with the Facilities, Fleet & Safety (FFS) team

The FFS coordinator will assist with overseeing maintenance schedules of enterprise fleet & equipment, tracking FFS projects and initiatives, and supporting effective communication and FFS service delivery, between all departments to prevent workflow disruptions. The incumbent will perform and work closely with Garten’s EHS Manager, Facilities Supervisor, and other key stakeholders to meet company goals. The FFS Coordinator must also be able to work independently and be self-starting without direct supervision.

This position is expected to perform all duties in a safe and professional manner.

Responsibilities:

Fleet/logistics: (approximately 35% of role)
Serve as a point of contact for internal and external stakeholders as transportation coordinator for fleet repairs and vehicle asset logistics.assist in Development and implementation of quality control protocols to guarantee thorough completion & documentation of fleet repair & maintenance.

Build and maintain positive, professional relationships with outside vendors, department managers, and other internal/ external stakeholders.

Collect vehicle data, maintain vehicle records, and provide regular reports to the EHS manager.

Coordinate with department managers or their designees to schedule and perform preventative maintenance and repairs on vehicles to ensure minimum interruption to business.

Complete all required FFS administrative tasks, assigned duties and responsibilities

Safety/Facilities/Technical: (approximately 35% of role)
Assist in conducting thorough inspections and safety documentation as assigned to ensure fleet and facility compliance.

Coordinate routine and preventative maintenance services on fleet vehicles, enterprise equipment, and facility assets as assigned.

Identify, document, and report potential safety & health hazards and conditions

Verify & Document compliance by conducting Audits, inspections and observations.

Maintain safe and organized fleet vehicles & facility records as directed

Follow all company policy, state and federal vehicle requirements

Promote and ensure adherence to safe work practices and compliance with company policies and procedures.

Miscellaneous: (approximately 30% of role)
Maintain acceptable driving credentials and consistently meet all related Garten policy requirements for driving company vehicles

Provide operational support during high-pressure periods, including prioritization and coordination with FFS and other Garten department leadership.

Provide backup coverage for after-hours facilities, emergencies and on-call status.

Act as a role model, fostering innovation, learning, and proactive behavior among employees.

Attend meetings and participates on committees/teams as required

Perform other related duties as assigned

Maintain and update project tracking systems, ensuring task owners have current assignments and deadlines are logged

Schedule and facilitate cross-functional meetings, prepare agendas, capture action items, and distribute follow-up documentation

Maintain internal documentation libraries including SOPs, org charts, policy manuals, and process guides

Support facility operations: coordinate maintenance requests, and liaise with facilities & fleet

Demonstrated Abilities and ExperienceA basic knowledge in vehicle and/or fleet maintenance is desired but not requireda basic knowledge of occupational Safety & Health is desired but not required

High school graduate or equivalent vocational training.

Skills & Competencies basic knowledge of automotive repair practices for both diesel and gasoline vehicles.knowledge in Basic maintenance, ensuring compliance with manufacturer and regulatory standards.

Ability to manage ffs schedules and coordinate efficient use of outside vendors.

Competence in maintaining accurate records planning and scheduling abilities to coordinate preventative maintenance and minimize downtime.

Competence in managing records, inventory, and documentation for compliance and reporting purposes.

Capacity to support high-pressure periods with flexibility and adaptability.

Ability to build and maintain strong working relationships with vendors, internal departments, and leadership.

Skilled in clear and professional communication, both verbal and written, including reporting to management.

Collaborative approach in coordinating with multiple stakeholders to align with business needs

General Functions Physical:capability to operate vehicle mechanic equipment, bend, twist, stoop, kneel, climb stairs, reach overhead, and make repetitive arm/hand motions.

Ability to push/pull up to 50 pounds, lift up to 200 pounds with assistance, and carry up to 40 pounds regularly throughout the workday.

Mental:

This role operates…