Fleet Coordinator

Overview

 

About Thompson Hospitality

At Thompson Hospitality, we are committed to delivering exceptional facilities management services that create safe, efficient, and welcoming environments. We are seeking a highly organized and detail-oriented Fleet Coordinator to oversee the daily operations of our Facilities Division vehicle fleet on a college campus.

If you enjoy coordinating logistics, maintaining compliance, and supporting a team that keeps a campus running smoothly, we'd love to hear from you.

 

Position Summary

The Fleet Coordinator is responsible for managing the day-to-day operations of the Facilities Division fleet, ensuring all vehicles and equipment are properly maintained, compliant, and available to support campus operations. This position works closely with Facilities leadership, technicians, vendors, and drivers to coordinate preventive maintenance, repairs, fuel usage, licensing, and fleet records.

 

 

Responsibilities

 

Essential Responsibilities

• Coordinate daily scheduling and assignment of fleet vehicles for Facilities staff.
• Monitor vehicle inspections, registrations, insurance, and licensing to ensure compliance.
• Schedule preventive maintenance, repairs, inspections, and warranty work.
• Maintain accurate fleet records, maintenance histories, fuel usage, and mileage logs.
• Track vehicle utilization and identify opportunities to improve efficiency and reduce operating costs.
• Coordinate with outside vendors and repair facilities for service appointments and repairs.
• Monitor fleet expenses and assist with budgeting for maintenance and vehicle replacement.
• Process invoices, purchase orders, and service documentation.
• Respond to vehicle breakdowns and coordinate emergency roadside assistance when needed.
• Assist with accident reporting, claims documentation, and vehicle incident investigations.
• Ensure compliance with OSHA, DOT (as applicable), university policies, and company safety standards.
• Maintain inventory of fleet-related supplies, fuel cards, and vehicle equipment.
• Prepare reports on fleet performance, maintenance schedules, and operating costs.
• Support special campus events requiring transportation and fleet coordination.

Qualifications

 

Qualifications

• Associate degree preferred; equivalent work experience considered.
• 3+ years of fleet coordination, transportation, facilities, or equipment management experience.
• Experience working with maintenance management or fleet management software preferred.
• Strong organizational and multitasking skills.
• Proficiency with Microsoft Office (Excel, Outlook, Word).
• Excellent communication and customer service skills.
• Ability to prioritize multiple projects in a fast-paced environment.
• Knowledge of preventive maintenance programs and fleet operations.
• Valid driver's license with a clean driving record.

Preferred Qualifications

• Experience supporting a college campus, healthcare, hospitality, or commercial facilities environment.
• Knowledge of vehicle maintenance scheduling software.
• Experience managing vendor relationships and service contracts.
• Basic understanding of budgeting and cost analysis.

Physical Requirements

• Ability to walk throughout a large college campus.
• Frequently stand, bend, reach, climb stairs, and lift up to 30 pounds.
• Occasionally work outdoors in varying weather conditions.
• Ability to inspect vehicles and equipment, including entering and exiting vehicles repeatedly.
• Ability to sit and work at a computer for extended periods.
• Must be able to respond to emergencies outside of normal business hours when necessary.

 

Qualifications

• Associate degree preferred; equivalent work experience considered.
• 3+ years of fleet coordination, transportation, facilities, or equipment management experience.
• Experience working with maintenance management or fleet management software preferred.
• Strong organizational and multitasking skills.
• Proficiency with Microsoft Office (Excel, Outlook, Word).
• Excellent communication and customer service skills.
• Ability to prioritize multiple projects in a fast-paced environment.
• Knowledge of preventive maintenance programs and fleet operations.
• Valid driver's license with a clean driving record.

Preferred Qualifications

• Experience supporting a college campus, healthcare, hospitality, or commercial facilities environment.
• Knowledge of vehicle maintenance scheduling software.
• Experience managing vendor relationships and service contracts.
• Basic understanding of budgeting and cost analysis.

Physical Requirements

• Ability to walk throughout a large college campus.
• Frequently stand, bend, reach, climb stairs, and lift up to 30 pounds.
• Occasionally work outdoors in varying weather conditions.
• Ability to inspect vehicles and equipment, including entering and exiting vehicles repeatedly.
• Ability to sit and work at a computer for extended periods.
• Must be able to respond to emergencies outside of normal business hours when necessary.

 

Essential Responsibilities

• Coordinate daily scheduling and assignment of fleet vehicles for Facilities staff.
• Monitor vehicle inspections, registrations, insurance, and licensing to ensure compliance.
• Schedule preventive maintenance, repairs, inspections, and warranty work.
• Maintain accurate fleet records, maintenance histories, fuel usage, and mileage logs.
• Track vehicle utilization and identify opportunities to improve efficiency and reduce operating costs.
• Coordinate with outside vendors and repair facilities for service appointments and repairs.
• Monitor fleet expenses and assist with budgeting for maintenance and vehicle replacement.
• Process invoices, purchase orders, and service documentation.
• Respond to vehicle breakdowns and coordinate emergency roadside assistance when needed.
• Assist with accident reporting, claims documentation, and vehicle incident investigations.
• Ensure compliance with OSHA, DOT (as applicable), university policies, and company safety standards.
• Maintain inventory of fleet-related supplies, fuel cards, and vehicle equipment.
• Prepare reports on fleet performance, maintenance schedules, and operating costs.
• Support special campus events requiring transportation and fleet coordination.