Fleet and Facilities Co-Ordinator

Gene Ptacek & Son Fire Equipment • Full-time • Brooklyn, OH, US • 1m ago

Job Overview:

We are seeking a detail-oriented and organized Fleet and Facilities Coordinator to manage the daily operations of our fleet of vehicles and the maintenance of our facilities. This role is key to ensuring the smooth operation of our fleet and facilities, focusing on the safety, maintenance, and efficiency of both. The ideal candidate will possess strong multitasking abilities, effective communication skills, and a proactive approach to problem-solving.

Departmental benefits:

Having a Fleet and Facilities Coordinator significantly enhances the efficiency and organization of company operations by ensuring that both fleet vehicles and facilities are maintained to the highest standards. This role provides dedicated oversight of vehicle maintenance, compliance, and operational readiness, reducing downtime and ensuring that company transportation needs are met safely and efficiently. Additionally, proactive facility management guarantees a clean, safe, and well-maintained work environment, improving employee productivity and satisfaction. By coordinating with vendors, managing budgets, and implementing cost-saving strategies, the coordinator helps control expenses without compromising quality or safety. Their focus on compliance with safety regulations, inventory management, and preventive maintenance minimizes risks and operational disruptions. With a dedicated coordinator handling these responsibilities, the Shop Manager can focus on strategic objectives, while employees benefit from reliable resources, well-maintained facilities, and streamlined processes that support overall business goals.

Key Responsibilities:

Fleet Management:

Oversee the maintenance and repair of the company’s vehicle fleet, ensuring vehicles are well-maintained, operational, and compliant with regulations.
Schedule regular servicing, inspections, and repairs for vehicles.
Monitor vehicle usage, manage fuel consumption, and ensure that vehicle records (e.g., mileage, maintenance history) are accurate and up to date.
Coordinate the acquisition, leasing, and disposal of company vehicles as needed.
Track and ensure the appropriate licensing, registration, and insurance coverage for all vehicles.
Maintain relationships with vendors, service providers, and external contractors for fleet-related services.
Implement safety and compliance protocols related to fleet management, including driver training and safe driving practices.
Maintain parking for company vehicles.
Maintain Turnpike fast pass program.
Assists AP with maintaining the gas card program.
Conducts regular audits of vehicle cleanliness and collaborates with the Department Manager/Coordinator to resolve any identified issues.
Handles minor vehicle repairs such as battery replacement and tire plug repairs.
Other duties as assigned

Facilities Management:

Oversee the day-to-day operations of the company’s facilities, including building maintenance, cleanliness, and repairs.
Manage the scheduling and coordination of routine maintenance tasks (e.g., HVAC, plumbing, electrical, and janitorial services).
Work with vendors and contractors to ensure quality service delivery and compliance with health and safety regulations.
Ensure all safety equipment (fire extinguishers, emergency lighting, etc.) is in place and regularly inspected.
Manage inventory of facilities supplies, equipment, and tools, and ensure that necessary stock levels are maintained.
Liaise with internal teams to address any facility-related concerns or requests.
Ground Maintenance for both Brooklyn and Sandusky locations
Other duties as assigned.

Health & Safety:

Monitor the safety and compliance of both fleet vehicles and facilities, ensuring adherence to company policies and federal/local regulations.
Assist in the development and implementation of safety protocols and emergency procedures for both fleet and facilities.
Conducts monthly safety walk-throughs and completes proper documentation.
Ensures all vehicles are equipped with proper first aid and blood-borne pathogen kits.

Record Keeping and Reporting:

Maintain accurate and up-to-date records for both fleet and facilities, including service histories, inspections, and maintenance reports.
Generate regular reports on fleet performance, expenses, and facilities usage, and recommend improvements as necessary.
Track and report any issues or incidents related to fleet vehicles or facilities and take necessary action to resolve them.

Budget and Cost Management:

Assist in the creation and management of the fleet and facilities budgets, ensuring cost-effective operations.
Track spending and make recommendations for cost savings without compromising on quality or safety.

Qualifications:

High school diploma or equivalent Strong knowledge of vehicle maintenance, safety regulations, and compliance requirements.
Familiarity with facility management practices, including building maintenance and vendor coordination.
Excellent organizational and multitasking abilities.
Strong communication and interpersonal skills.
Ability to work independently and as part of a team.
Proficiency with office software (e.g., Microsoft Office Suite)
Regular and reliable attendance
Basic knowledge of budgeting and financial management.
Ability to manage multiple priorities and handle urgent issues as they arise.
Must have valid driver's license and must be able to safely operate company vehicles

Preferred Skills:

OSHA 10 certification
Experience with vehicle telematics or fleet management systems.
Knowledge of federal/local health and safety regulations.
Proven experience in fleet management, facilities coordination, or a similar role.

Working Conditions:

 Ability to lift and carry up to [insert weight limit, e.g., 25-50 lbs] occasionally, such as lifting equipment, parts, or supplies.
 Prolonged periods of sitting and/or standing, especially when reviewing reports, conducting audits, or attending meetings.
 Frequent walking or moving between fleet vehicles, facilities, or warehouses to inspect vehicles and equipment.
 Manual dexterity required for tasks such as operating office equipment, computers, and reviewing vehicle maintenance or repair needs.
 Ability to bend, stoop, and kneel for vehicle inspections or other maintenance-related activities.
 Ability to work in outdoor environments in varying weather conditions when inspecting vehicles or overseeing fleet operations.
 Vision requirements include the ability to read and interpret documents and vehicle inspection reports.
 Occasional travel, including visits to vendor locations, vehicle repair shops, and other company facilities.