Job Description

Description

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The Fleet Coordinator supports the City of Fairfax's Fleet Services Division by coordinating day-to-day operations of the city's vehicle and equipment fleet. Key responsibilities include directing vendor interactions, scheduling maintenance, assigning and reviewing work orders, and maintaining accurate operational data. This role ensures timely, efficient, and compliant service delivery to all departments that rely on fleet assets.

Reporting directly to the Fleet Services Operations Manager, the Fleet Coordinator works closely with technicians, vendors, and city staff to support ongoing service needs. In addition to their core duties, the Fleet Coordinator also serves as a backup in the absence of the Assistant to the Superintendent, providing continuity in administrative support and operational coordination as needed.

This role requires strong communication, organization, and multitasking skills, as well as the ability to adapt to changing priorities in a fast-paced environment, playing a critical role in maintaining the reliability and accountability of the city's fleet operations.

Examples Of Duties

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Coordinate with vendors for environmental collection, towing, sublet repairs, recalls, and warranty work to ensure timely and cost-effective service.

Arrange pick-ups and deliveries at vendors and other city facilities.

Maintains scheduling: two-way radio inventory, aerial inspections, vehicle lifts, shop equipment, preventive maintenance plan, and air brake inspections.

Handle scheduling for the motor pool fleet to ensure vehicle availability and reliability.

Create and distribute work orders for next day planning, including the next Shop daily log sheet and end-of-day update sheets.

Assign work orders to technicians throughout the day via an electronic database, with direction from the Operations Manager.

Reviews data entry on work orders for accuracy after the job is closed.

Charge out operational costs for fuel transactions for vehicles and motorcycles, along with independent issues for fleet cleaning charges.

Ensure all costs are accurately align to procurement contracts for vendor invoices.

Send PM reminders and updates to ensure all fleet vehicles are maintained according to the schedule.

Perform accurate and timely data entry for all fleet operations, ensuring data integrity and consistency.

Run regular performance reports to measure key metrics such as vehicle uptime, maintenance costs, fuel usage, and technician productivity.

Works with Operations Manager to analyze performance data to identify trends, areas for improvement, and opportunities for cost savings.

Provide detailed reports and presentations to management on fleet performance, highlighting key findings and recommendations.

Maintain accurate records of vehicle service history, work orders, and maintenance schedules.

Address inquiries and concerns from internal customers (city departments) regarding fleet services with guidance from the Operations Manager.

Assist in maintaining compliance with environmental and safety regulations related to fleet operations.

Ensure a high level of customer satisfaction by facilitating prompt and effective service delivery.

Conducts a variety of keyboard tasks from rough drafts, notes, and oral instructions, such as forms, letters, reports, schedules, manuals, booklets, in-house requisitions; generates correspondence and draft replies based on own research and initiative.

Receives and screens calls and visitors; directs to appropriate entities; answers questions and solves problems.

Maintains and oversees office file management and organization.

Maintains insurance reimbursement financial requirements, payments, trackers, and other necessities.

Aids with arranging and communicating with vendors and departments on sublet repairs.

Communicates with departments daily on fleet updates.

Assist with maintaining communication white boards.

The duties listed above are intended only as an illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Qualifications

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High school diploma or equivalent.

Proven experience in fleet coordination or a related role.

Valid driver's license, with a good driving record.

ASE Level One High-Voltage Electrical Safety Standards certification.

ASE Automobile Service Consultant Certification (C1).

Necessary Knowledge, Skills, and Abilities

Proficient in Microsoft Office Suite.

Ability to receive written or verbal requests and understand the need.

Ability to adapt to sudden changes throughout the day.

Ability to create new documents without assistance.

Ability to work after hours when needed.

Ability to communicate effectively.

Ability to use a variety of office and computer equipment.

Strong organizational and multitasking skills.

Excellent communication and interpersonal skills.

Proficiency in database management, record keeping and electronic work order systems.

Ability to work independently and as part of a team.

Problem-solving abilities and a customer-focused mindset.

Supplemental Information

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Standard work hours are Monday through Friday, from 8:30 AM to 3:00 PM.



Approximately 25-30 hours per week (part-time)



Benefitted position to include Sick, Annual Leave, and Holiday Pay (prorated based on assigned hours), health insurance benefits, and Mission Square Retirement package with up to 5% city match.