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Fleet Management Coordinator at Hillside in Rochester, NY
Job Description
Fleet Management Coordinator
Location: Rochester, NY, United States
Job Summary
The Fleet Management Coordinator is responsible for overseeing the daily operations, maintenance, and administration of the organization’s vehicle fleet to ensure safe, reliable, and efficient transportation for clients, staff, and program operations. This role supports the programs by coordinating and scheduling vehicle maintenance and repairs, monitoring vehicle safety and compliance, and ensuring vehicles are available to meet the needs of various programs and service locations. The position works closely with programs, direct service staff, and external vendors to address transportation needs, minimize service disruptions, and promote responsible use of agency resources.
This is a full-time (40 hours) position on a Monday-Friday, 8:00am-4:30pm schedule. This role is based at our Atlantic Ave office in Rochester, NY but may require travel to any Hillside location.
Essential Job Functions
- Develop, implement, and maintain agency vehicle policies and procedures.
- Manage monthly WEX fuel card activity, including: review of statements and daily charges.
- Review and process monthly Enterprise rental account statements and invoices.
- Monitor weekly and monthly speeding reports and GPS tracking systems through Azuga to support safe vehicle operation.
- Administer E-ZPass accounts, including statement reviews and ordering replacement transponders.
- Maintain AAA membership records, track expiration dates, coordinate renewals, and order replacement cards as needed.
- Coordinate staff loaner vehicle requests and reservations, ensuring vehicles are returned in good condition with all required equipment and pouch contents accounted for.
- Maintain accurate and up-to-date physical and electronic fleet records.
- Coordinate vehicle recall appointments and follow up to ensure required repairs are completed.
- Manage annual vehicle insurance documentation and coordinate replacement documents as needed.
- Coordinate annual Department of Transportation (DOT) renewals and maintain required documentation.
- Manage DMV-related fleet activities, including replacing stolen license plates, returning plates, and maintaining trailer registrations.
- Coordinate with campus and site-based Fleet Coordinators, including facilitating quarterly meetings and serving as the primary liaison for fleet-related issues and concerns.
- Coordinate semiannual fleet vehicle cleaning services, including scheduling with Delta Sonic and submitting purchase order (PO) requests.
- Conduct quarterly inspections of all fleet vehicles to assess interior and exterior condition, verify inspection and registration status, confirm required vehicle pouch contents and GPS device functionality, and review oil life and other maintenance needs.
- While this job description covers many aspects of the role, employees may be required to perform other duties as assigned.
Education & Experience
High School diploma or GED required
Minimum 1 year of experience in vehicle maintenance and/or vehicle safety required
Special Requirements
Unrestricted, valid NYS driver’s license for minimum of 1 year with a clean driving record and minimum insurance coverage that meets agency standards.
Knowledge, Skills & Abilities
In addition to demonstrating the Hillside Professional Competencies of Communicates Effectively, Personal Excellence, Cultural Competence, Builds and Leverages Relationships and Optimizes Decision Making, the following occupational competencies must be demonstrated:
Strong organizational skills with the ability to manage multiple fleet-related responsibilities and deadlines.
Effective written and verbal communication skills to coordinate with staff, vendors, campus representatives, and service providers.
Strong attention to detail when reviewing statements, invoices, vehicle records, inspection reports, and compliance documentation.
Effective problem-solving and analytical skills to identify discrepancies, address fleet concerns, and coordinate timely resolutions.
Physical Demands & Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Must be able to work a variable schedule including evenings and weekends
The following physical demands are required:
Occasional sitting (up to 4 hours)
Occasional standing (up to 1 hour)
Occasional walking (up to 2.5 hours)
Occasional driving (up to 8 hours)
Continuous balancing (up to 8 hours)
Occasional balancing, bending, stooping, climbing, kneeling, pushing, pulling, reaching forward or down, reaching overhead, running, and twisting (up to 2.5 hours)
Weekly lifting up to 50 lbs. (community-based staff may be required to lift an empty wheelchair weighing up to 50 lbs.), 10-15 lbs. on a daily basis
Weekly carrying up to 55 lbs. approximately 10-100 ft., 10-15 lbs. on a daily basis
Manual dexterity is required, including the frequent ability to grasp in both hands and continuous use of fine manipulation skills in both hands (approximately 1-2.5 hrs.)
Occasional exposure to temperature changes, dust, fumes, gases or chemicals is apparent.
Protective clothing or equipment as required: close toed shoes; protective shields, universal precaution PPE, and gloves for toileting and food preparation
Ability to change positions as needed
$22.50 Minimum pay rate, $31.00 Maximum pay rate, based on experience.
At Hillside, we believe that healthy youth and strong families with opportunities to succeed are the foundation of any thriving community. Guided by this belief, we provide community-based services, education, and residential treatment to positively impact lives, in partnership with youth and families who have experienced trauma. From locations across Central & Western New York and Prince George’s County, Maryland, our programs serve nearly 10,000 youth, adults, and families each year.
Partnering with families and communities, we deliver high-quality, evidence-based services, in the appropriate settings — whether on residential campuses or in schools, homes, or the workplace. By measuring the impact of our work, we endeavor to deliver ever better outcomes every day.
Equal Opportunity Employer: Hillside is committed to equal opportunities for all, supporting a diverse workforce, creating development opportunities for our people. Hillside is an equal opportunity employer; individuals from underrepresented and/or marginalized identities, Veterans, and disabled persons are encouraged to apply. Upon request, reasonable accommodations will be provided for the disabled.
Total Rewards: We offer a competitive benefits package to include generous paid time off, paid holidays, comprehensive medical, dental and vision coverage, flexible spending account, 403(b) retirement savings plan with employer match, and Employee Assistance Plan – just to name a few of the amazing benefits at Hillside! World changers and change makers join our talent community every day. Apply online, get on board, and grow your career with us!