Operations Fleet Vehicle Coordinator

Position: Operations Fleet Vehicle Coordinator

Status: Regular, Full-time, Non-Exempt

Department: Campus Operations

Reports to: Operations & Student Work Director

Salary: $24.00/hour

Schedule: 7 a.m. - 3:30 p.m. Monday – Friday with the ability to flex shift based on team

priorities.

Description: The Operations Fleet Vehicle Coordinator is responsible for the daily

management, administrative compliance, and comprehensive maintenance oversight of all

college-owned vehicles, golf carts, and motorized field equipment. This position serves as the

primary administrative and operational logistics hub for campus transportation, ensuring safe,

reliable, and efficient transit support for campus facilities, academic field research, athletic

travel, and student organizations. The role supports the college’s mission by maintaining

campus infrastructure and appearance in accordance with Paul Smith's College safety,

operational, and customer service standards.

Duties & Responsibilities:

• Schedule, track, and monitor mandatory preventative maintenance (including oil

changes, state inspections, tire rotations, and safety checks) for all institutional vehicles

and specialized field equipment.

• Establish and manage strategic relationships with external automotive repair shops,

commercial parts suppliers, and fuel providers to guarantee cost-effective, high-quality,

and timely service.

• Act as the primary institutional point of contact for roadside assistance, vehicle

breakdowns, accident response, and towing logistics during standard operational and

event hours.

• Maintain rigorous digital asset records for every college vehicle, including titles,

registrations, state licensing, and comprehensive maintenance histories using

specialized fleet management systems.

• Ensure institutional compliance with federal and state Department of Transportation

(DOT) regulations, environmental safety mandates, and college risk management

policies.

• Monitor and audit fleet expenditures, track institutional fuel card distribution and usage,

process departmental invoices, and assist leadership in projecting annual fleet capital

and operating budgets.

• Oversee the campus-wide driver authorization process for employees, students,

volunteers, executing mandated Motor Vehicle Record (MVR) background checks.

• Manage the authorized driver list to ensure accuracy.
• May implement driver safety training.
• Serve as the initial coordinator for documenting vehicle collisions, property damage, and

submitting structural claims to the college's insurance and leadership.

• Engage with the Office of People & Culture on any employee who is at risk of losing fleet

vehicle driving privileges either through their MVR check and/or vehicle collisions or

property damage.

• Manage the centralized campus vehicle reservation platform, ensuring equitable and

optimized distribution of vehicles across competing academic, athletic, and facility

operational calendars.

• Maintain strict security control over vehicle keys, fleet garage access, and user-

submitted mileage and operational logs.

• May provide backup duties to other roles within Campus Operations.
• Perform other duties assigned by the Operations & Student Work Director.

Qualifications:

• High school diploma or equivalent required.
• Minimum of 1+ years of professional experience in fleet operations, transportation

logistics, commercial dispatching, or automotive service coordination.

• Proficiency in digital inventory or fleet management software platforms (e.g., Fleetio,

Samsara) alongside professional mastery of Google Workspace and the Microsoft Office

Suite.

• Must possess or obtain within 30 days of hire, any required OSHA trainings or

certifications.

• Excellent verbal and written communication skills necessary to interact professionally

with a diverse campus population, ranging from student workers to senior executive

leadership.

• Ability to work with a broad range of diverse individuals and groups to form a safe and

inclusive campus community.

• Active driver’s license and driving record acceptable to our insurance carrier

Preferred:

• Associate’s or Bachelor’s degree in Business Administration, Logistics, Automotive

Technology, or a related operational field preferred.

• Possession of, or the ability to obtain, a Commercial Driver’s License (CDL) is highly

desirable.

Physical Requirements:

Environmental Conditions

• Work requires frequent navigation of campus parking lots and maintenance bays.
• Regular exposure to outdoor weather conditions during vehicle inspections.

Lifting and Carrying

• Occasional heavy lifting (up to 50 lbs) of vehicle tires, parts, or fluid inventory.

Mobility

• Frequent sitting and desk work to manage software, logs, and compliance records.
• Frequent standing and walking across campus operational areas.

Dexterity and Hand-Eye Coordination

• Manual dexterity for accessing, inspecting, and tracking fleet parts and vehicle keys.
• Fine motor skills for ongoing data entry, log management, and compliance tracking on a

computer.

Sensory Requirements

• Good vision and hearing, with corrective or assistive devices as necessary, to safely

conduct visual vehicle safety checks, audit maintenance histo`ries, and monitor field

equipment.

Paul Smith’s College is an equal opportunity employer. Position descriptions are created that focus on

essential functions, using inclusive language, and avoid unnecessary or discriminatory requirements.

I understand and accept the duties and responsibilities set forth in this Position Description.