Fleet Coordinator at Prudent Engineering in Syracuse, NY

About the Firm:

Our mission: Transforming Infrastructure with Passion and Kindness.

We provide quality, cost-effective engineering services to state and local governments and private-sector clients across New York State and Pennsylvania. Our project portfolio features experience in bridge, highway, and structural design. Condition and safety inspection. Civil and site engineering support. Construction inspection and administration. Survey and mapping and hydrographic services.

Prudent Engineering is an Equal Opportunity Employer.

What you’ll be able to do:

Prudent Engineering is seeking a Fleet Coordinator to work Full-Time/Part-Time at our main office in Syracuse, NY. The Fleet Coordinator is responsible for managing daily operations of the company’s vehicle fleet, including cars, vans, and trucks. This role ensures all fleet assets are maintained, compliant with regulations, cost-effective, and operationally efficient. The Fleet Coordinator collaborates closely with drivers, vendors, maintenance teams, and management to support business continuity and safe transportation practices.

This position is responsible for tracking mileage, scheduling regular maintenance, coordinating with service vendors, and ensuring that all fleet assets are safe, compliant, and ready for field use. The ideal candidate will be detail-oriented, organized, and able to balance multiple priorities in a dynamic project-driven environment.

The requirements we seek:

• Coordinate daily fleet operations for company vehicles and equipment, including cars, trucks, vans, trailers, boats, E-Bikes, and other assets, ensuring safe, efficient, and compliant utilization.
• Manage fleet records and databases, including vehicle titles, registrations, insurance, licensing, mileage, fuel usage, service history, maintenance logs, and condition reports.
• Schedule, track, and coordinate preventative maintenance, NYS inspections, repairs, tire services, and oil changes with vendors, mechanics, and dealerships to minimize downtime.
• Conduct routine vehicle and trailer inspections, monitor asset condition, and proactively address mechanical, safety, and regulatory concerns to maintain DOT and company standards.
• Ensure compliance with federal, state, and company regulations by maintaining driver qualification files, safety certifications, emissions requirements, registrations, and fleet documentation.
• Process and document vehicle accidents, damage reports, investigations, warranty claims, repairs, and insurance-related matters while supporting driver safety and risk management initiatives.
• Track fleet operating expenses, fuel costs, repair invoices, and vendor contracts; assist with budget forecasting and identify opportunities to improve cost efficiency and asset utilization.
• Support the full fleet asset lifecycle by coordinating vehicle acquisitions, leasing, deliveries, inspections, decommissioning, reporting, vendor relationships, and driver assistance for breakdowns, towing, and operational support.

Minimum Requirements

• Associate’s degree or related field or equivalent experience.
• 3+ years of experience in fleet coordination, automotive administration, or a related role (preferred).
• Strong organizational and recordkeeping skills with attention to detail.
• Familiarity with light-duty vehicles, trailers, and basic maintenance scheduling.
• Proficiency with Microsoft Excel, Word, PowerPoint and Outlook, Adobe Acrobat and/or fleet management software for tracking and reporting.
• Valid driver’s license and clean driving record (required).
• Ability to communicate effectively with staff, vendors, and management.
• Ability to work independently.
• Ability to work with others to resolve problems, handle requests, or situations.
• Ability to sit for extended periods of time, stand, walk, and perform repetitive motions of the hands and/or wrists.
• Prepare and analyze data and figures, scheduling, using a computer terminal, and necessary reading.

What we offer:

• Compensation range: $20-$25 per hour, based on experience and education
• Medical, dental, vision.
• 401K with company match.
• PTO plus paid holidays.
• Unlimited opportunities to advance your career.

*Actual compensation may vary based on work experience, location, market conditions, education/training, certifications, and other credentials, as well as applicable knowledge and skills.