Fleet Coordinator

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

Job summary

Victoria State Emergency Service (VICSES) is seeking a Fleet Coordinator to provide end-to-end administrative and coordination support for the organisation's fleet management. The role oversees fleet leasing procurement, vehicle ordering, invoice reconciliation, and liaison with leasing providers.

It also manages fleet disposals and ensures records and systems are accurate and compliant. The position involves collaboration with the Fleet Services Manager, insurers, dealerships, and internal

Qualifications

• Experience with fleet leasing procurement and administration.
• Ability to liaise with leasing providers, insurers, dealerships, and internal stakeholders.
• Manage fleet insurance and registration activities and fleet systems.

Responsibilities

• Provide end-to-end administrative and coordination support for VICSES fleet management.
• Procure fleet leasing and manage vehicle ordering through leasing arrangements.
• Reconcile invoices and liaise with leasing providers and insurers; maintain accurate fleet records.
• Support forward planning for future vehicle orders and manage fleet disposals in accordance with policy.

Skills

Fleet management

Procurement

Administration

Stakeholder liaison

Insurance & registration

Record keeping

Systems management

Tools

Fleet management software

Job description

The role is responsible for fleet leasing procurement and administration, including vehicle ordering through leasing arrangements, invoice reconciliation, and liaison with leasing providers.

• $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

Applications close Thursday 8 October 2026 at 11.59pm