Fleet Program Coordinator at The Pennant Group in Nashville, TN

POSITION SUMMARY: The Fleet Program Coordinator supports the day-to-day administration of the Fleet Vehicle Program, working in partnership with the fleet provider (Element), Agency leaders, Payroll, HR, and Operations. This role ensures that program processes are executed consistently, data is accurate, and employees and managers have a clear, responsive point of contact for fleet-related needs. This is a coordination and oversight role, not a replacement for Element. Element continues to manage vehicles, maintenance, and core reporting; the Fleet Program Coordinator ensures internal alignment, execution, and follow-through.

ESSENTIAL RESPONSIBILITIES AND DUTIES INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING:

• Serve as the internal point of contact for fleet-related questions.
• Act as a bridge between employees and Element.
• Coordinate with Element on vehicle orders, deliveries, returns, maintenance/service issues, reporting, and data requests.
• Track active drivers and vehicle assignments.
• Coordinate new driver enrollment; confirm eligibility with Agency leadership.
• Support offboarding by tracking terminations or program removals.
• Coordinate vehicle return with Element.
• Initiate setup with Element and ensure timely completion of all steps.
• Monitor monthly personal mileage reporting compliance.
• Monitor completion of required driver training.
• Follow up with managers and Agency leaders on gaps.
• Partner with Payroll to ensure deductions align with reporting and to ensure imputed income files are processed correctly.
• Maintain a central fleet tracker to include active drivers, vehicle assignments, eligibility status, and training completion.
• Reconcile data between Element reports, payroll files, and internal records.
• Communicate program expectations to new drivers and managers, including personal vs. business use, mileage reporting, and fuel card usage.
• Flag recurring issues or policy gaps to Legal and HR leadership.
• Triage and escalate vehicle issues, billing discrepancies, and driver compliance concerns.
• Adhere to all company policies and procedures.
• Maintain confidentiality in accordance with HIPAA and all other policies, procedures, and standards of care.
• Perform other appropriate tasks and special projects as assigned.

The above statements are only meant to be a representative summary of the major duties and responsibilities performed by incumbents of this job. The incumbents may be requested to perform job-related tasks other than those stated in this description.

QUALIFICATIONS & REQUIREMENTS FOR THE POSITION:

• Minimum of two (2) years of administrative, safety, or HR experience.
• Healthcare industry knowledge preferred.
• Demonstrated ability to cultivate and maintain internal and external relationships in an ambiguous and fast paced environment while maintaining focus on execution and results.
• Proficiency with or the ability to quickly learn the organization's Fleet vendor (Element).
• Must be able to extract and understand information from multiple segregated data sites.
• Detail focused and ability to set appropriate priorities amongst multiple competing demands.

PREFERRED KNOWLEDGE AND SKILLS:

• Excellent writing skills as well as superb interpersonal and verbal communication skills.
• Excellent critical thinking skills and organizational abilities.
• Ability to effectively operate as a tactical as well as a strategic thinker.
• Able to handle confidential material in a reliable manner.
• Ability to perform several tasks concurrently with ease and professionalism.
• Ability to effectively prioritize workload in a fast-paced environment.
• Strong attention to detail and accuracy.
• Proficiency with Microsoft Office Suite.

SUPERVISORY RESPONSIBILITIES:

• None.

PHYSICAL DEMANDS AND 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.

• Job frequently performed at a desk in front of a computer; requires heavy use of mouse and keyboard.
• Must have the reasonable ability to stand, walk, sit, use hands to finger, handle, feel, reach, balance, see, talk, and hear. Must be reasonably capable of lifting ten (10) pounds.
• Ability to effectively work in an onsite office environment as well as from a remote/home office.

ACKNOWLEDGEMENT

I have read this job description and fully understand the requirements and notices set forth therein. I hereby accept the position and agree to perform the identified essential functions in a safe manner and in accordance with the Company’s established policies and procedures. I agree to request guidance from my Supervisor if I am unsure of how to interpret any policy.

I further understand that my employment is at-will and thereby understand that my employment may be terminated at-will either by the Company or myself, and that such termination can be made with or without notice.

This position consistently supports and promotes compliance with the Code of Conduct by maintaining the privacy and confidentiality of information, protecting the assets of the agency, acting with ethics and integrity, reporting non-compliance, and adhering to applicable Federal, State, and local laws and regulations, accreditation and licensure requirements (if applicable), and all policies and procedures.

The employer for this position is stated in the job posting. The Pennant Group, Inc. is a holding company of independent operating subsidiaries that provide healthcare services through home health and hospice agencies and senior living communities located throughout the US. Each of these businesses is operated by a separate, independent operating subsidiary that has its own management, employees and assets. More information about The Pennant Group, Inc. is available at http://www.pennantgroup.com.