Fleet Coordinator

State Emergency Service Victoria; City of Melbourne; On-site; AUD 101,000 - 114,000; Full time

Job summary

The Victoria State Emergency Service (VICSES) seeks a Fleet Coordinator to manage end-to-end administrative and coordination support for the VICSES fleet. You will oversee leasing, invoicing, registrations and disposals, ensuring accuracy and governance across the fleet.

Based at the Derrimut facility, the role supports forward planning, fleet logbook systems, and liaison with insurers and providers to maintain operational readiness.

Qualifications

• End-to-end administrative and coordination support for fleet management.
• Fleet leasing procurement and administration, including vehicle ordering and invoicing.
• Liaison with leasing providers, insurers and dealerships.
• Manage fleet disposals for leased and owned assets in line with policies.
• Maintain fleet systems and records for compliance and reporting.
• Support forward planning for future vehicle orders.
• Champion electronic fleet logbook and booking system.
• Be available for rostered operations during declared events as required.
• Location at Derrimut facility with daily attendance; limited WFH after probation.

Responsibilities

• Provide end-to-end administrative support for VICSES fleet management.
• Coordinate vehicle ordering through leasing arrangements and reconcile invoices.
• Liaise with leasing providers, insurers and dealerships on fleet matters.
• Oversee fleet disposals for leased and owned assets per governance.
• Maintain accurate fleet records and systems for compliance and reporting.
• Support forward planning for future fleet orders and scheduling.
• Champion electronic fleet logbook and booking system usage.

Job description

• $100,894 to $114,476 + 12% Superannuation
• Work for a community based organisation making a real difference

ROLE SUMMARY:

The Fleet Coordinator provides end-to-end administrative and coordination support for the management of the VICSES fleet. The role is responsible for fleet leasing procurement and administration, including vehicle ordering through leasing arrangements, invoice reconciliation, and liaison with leasing providers. In addition, the role manages fleet disposals for all VICSES vehicles, including both leased and owned assets, ensuring disposals are completed in accordance with approved policies and governance requirements.

Working closely with the Fleet Services Manager, leasing providers, insurers, dealerships, and internal stakeholders, the Fleet Coordinator manages fleet insurance and registration activities across the entire fleet, maintains accurate fleet systems and records, supports forward planning for future vehicle orders, and champions the electronic fleet logbook and booking system. The role ensures fleet information is current, accurate, and reliable to support compliance, reporting, and operational readiness.

This is not an operational role; however, the position may be required to participate in rostered arrangements during periods of declared operations to support operational activity, in accordance with organisational requirements.

This role can nominate to participate in the Asset Duty Officer (ADO) roster, providing after-hours on-call support to VICSES members in relation to fleet, equipment or facilities breakdowns and asset-related incidents, in accordance with established procedures.
Note: This role is located at our Derrimut facility. Daily attendance at the facility is required. Limited Work from Home (WFH) flexibility may be offered post probation period on an ad-hoc basis.

WHO WE ARE:

Victoria State Emergency Service (VICSES) is a volunteer-based emergency service. Our highly skilled and equipped Volunteers are trained comprehensively in a wide range of emergency environments. To minimise the impact of emergencies when they occur and strengthen the community's capacity to recover swiftly and safely, VICSES focuses on working with communities and partners in building resilience to achieve more aware, informed and prepared communities. We support them to understand their risk and the relevance of taking action before, during and after emergency events.

As the largest road rescue network in Australia we have specialist teams that provide a 24/7 response to road accident and trauma incidents. We assist Victoria Police in search and rescue operations, and play an important role in supporting the Country Fire Authority (CFA), Fire Rescue Victoria (FRV), Parks Victoria and the Department of Energy, Environment and Climate Action (DEECA) during major bushfire and emergency incidents.

VICSES is an equal opportunity employer committed to safeguarding children and vulnerable people, upholding the highest standards of integrity and community trust, and leading gender equality in the emergency management sector. All applicants are required to complete the relevant screening processes prior to appointment. VICSES also supports flexible working arrangements, subject to operational and business requirements. For more information on our values, benefits, and recruitment process, please visit ses.vic.gov.au/join-us/careers