Maintenance and Fleet Operations Coordinator

Job Description

Job Description

POSITION SUMMARY :

The Maintenance and Fleet Operations Coordinator oversees the efficient management of maintenance operations, fleet scheduling, helpdesk tickets, and resource allocation for the department.

This position is critical in ensuring that departmental budgets align with financial goals, vendor relationships are effectively managed, and preventive maintenance tasks are completed on schedule.

The role also involves significant project management, strategic planning, and policy oversight responsibilities, contributing to improving the department's workflow and efficiency.

The coordinator will also assist in event preparation, working closely with the facilities team.

ESSENTIAL DUTIES AND RESPONSIBILITIES :

Financial Management

• Assist the Director of Facilities in tracking department budgets, ensuring expenditures align with financial goals and objectives.
• Work closely with vendors to negotiate terms, make purchases, and foster long-term, productive relationships.
• Oversee credit card transactions for the department head, ensuring all transactions are documented accurately and processed promptly.

Communication and Customer Service

• Respond to helpdesk ticket submissions promptly, ensuring timely communication with submitters and efficient resolution of issues.
• Coordinate with maintenance staff to dispatch personnel effectively, prioritizing urgent tasks and ensuring resolution within service level expectations.
• Prepare and submit weekly progress reports summarizing staff achievements and project updates for department leadership and vice presidents.
• Allocate 10% of working hours to assist in event preparation, collaborating with the Director of Facilities and the facilities team to ensure successful execution.

Operations Management

• Assist with project management, including defining project timelines, managing resources, tracking progress, and meeting deadlines.
• Develop and maintain a regular preventive maintenance schedule for department vehicles and ensure timely servicing.
• Manage the department’s fleet, ensuring optimal use of vehicles and compliance with usage policies.
• Maintain accurate records of vehicle usage, fuel consumption, and maintenance schedules, conducting audits as needed to verify compliance and accuracy.
• Conduct pre-event audits of facilities and grounds to ensure quality standards are met.
• Maintain a preventive maintenance schedule for all department equipment, including vehicles and facility infrastructure.

Processes and Strategic Planning

• Collaborate in developing strategic plans to improve grounds, facilities, and fleet management.
• Monitor compliance with safety regulations, maintenance protocols, and transportation policies, reporting non-compliance issues as needed.
• Identify areas for workflow improvement and implement process optimizations to enhance department efficiency and service delivery.

Policy Management

• Regularly review, update, and enforce departmental policies to comply with industry standards and best practices.
• Collaborate with the event team, particularly the Director of Facilities, to revise and implement events, grounds, maintenance, and facility operations policies.
• Ensure that policy changes are communicated clearly to all staff and integrated into day-to-day operations effectively.

Apartments

• Oversee the management of on-campus apartments in coordination with Student Life and the Office of the President, ensuring proper maintenance and timely addressing of any issues.
• Coordinate and schedule cleaning services for apartments, particularly during turnover periods and before new occupants move in.
• Develop and maintain a cleaning and maintenance schedule to ensure all apartments are in good condition year-round.

QUALIFICATIONS :

• Strong project management skills, with the ability to handle multiple tasks and deadlines.
• Excellent communication and customer service skills.
• Knowledge of budget management and financial tracking.
• Ability to manage vendor relationships and negotiate terms.
• Proficiency in policy development and implementation.
• Knowledge of safety regulations, vehicle maintenance standards, and fleet management best practices.
• Organizational skills with fantastic attention to detail.
• Ability to work collaboratively across teams and manage a variety of operational duties.
• Problem-solving and critical-thinking skills, with a focus on continuous improvement.
• Time management and prioritization skills, particularly in managing fleet schedules and maintenance tasks.
• Proactive and resourceful approach to project management and event coordination.

EDUCATION and / or EXPERIENCE :

• A bachelor’s degree in business, operations, facility management, or a related field is preferred.
• 1-3 years of experience in maintenance operations, fleet management, or related fields.

COMPUTER SKILLS :

Experience using Windows PC, web-based applications, and the Microsoft Office suite.

WORK ENVIRONMENT :

60 percent sitting at a desk, 30% driving around and walking campus, 10% assisting the facilities team with setup or cleanup.

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