Fleet Coordinator

Passavant Memorial Homes; Rochester (CA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Competitive wages

Health, dental, and vision insurance

Generous PTO

401K retirement plan

Dynamic and supportive workEnvironment

Career development and advancement

Job summary

Passavant Memorial Homes seeks a Fleet Coordinator in the Rochester area to oversee a large vehicle fleet and ensure safety, compliance, and reliable transportation for program needs.

Key duties include scheduling maintenance, managing registrations, and coordinating with service providers. The role reports to the Vice President of Security and Maintenance and requires a PA driver’s license and fleet experience.

Qualifications

• Requires successful completion of high school education.
• Valid Pennsylvania driver’s license is required.
• Five years’ experience managing corporate fleets is preferred.
• Proficient in Microsoft Office applications (Word, Excel, Outlook).
• Ability to work independently while following established protocols.

Responsibilities

• Manage operation and maintenance of a fleet of 250–300 vehicles, including wheelchair vans and plow trucks.
• Schedule routine maintenance, repairs, inspections, and emissions testing.
• Handle vehicle registrations, renewals, license plates, and PennDOT documents.
• Maintain EZ Pass database, Toll by Plate invoices, and fuel PINs.
• Ensure fleet safety, cleanliness, and compliance with regulations.
• Review repair requests and coordinate with service providers.
• Develop backup transport plans for disruptions and weather events.
• Coordinate vehicle availability for medical appointments and daily activities.
• Monitor fleet expenses including fuel, repairs, and insurance.
• Review accident reports and manage related documentation and claims.
• Monitor GPS reports and address operational concerns.

Skills

MS Office

Independent work

Fleet management experience

Driver's license

Attention to detail

Education

High school diploma

Job description

Passavant Memorial Homes is one of the foremost, consumer-focused providers of support to individuals with intellectual disabilities, autism, and behavioral health needs. The mission of Passavant Memorial Homes is to empower individuals to live successfully in the community. Our team of professionals have been dedicated to promoting choice and independence for individuals with intellectual disabilities for more than 120 years. Throughout our history, we have continuously focused on ensuring the highest quality support and providing a variety of opportunities for our employees to develop and advance.

Passavant Memorial Homes is currently seeking responsible and dedicated candidates for a Fleet Coordinator position in the Rochester area. This is a full-time position under the direct supervision of the Vice President of Security and Maintenance. This position is fully responsible for ensuring that all vehicles operated by Passavant Memorial Homes Family of Services (PMHFOS) are safe for all individuals and employees.

DUTIES AND RESPONSIBILITIES OF THE FLEET COORDINATOR:

• Manage the operation and maintenance of a fleet of approximately 250-300 vehicles, including wheelchair-accessible vans and plow trucks.
• Schedule routine maintenance, repairs, annual inspections, and emissions testing.
• Manage vehicle registrations, renewals, license plates, and other required PennDOT documentation.
• Manage the EZ Pass database, Toll by Plate invoices, and fuel PIN assignments.
• Maintain fleet safety and cleanliness standards.
• Review and approve vehicle repair requests.
• Coordinate with automative service providers and repair facilities to ensure timely service and repairs.
• Develop backup transportation plans for vehicle breakdowns, severe weather, and other disruptions.
• Coordinate vehicle availability to support medical appointments, outings, and daily program needs.
• Maintain inventory of vehicles and accessibility equipment, including wheelchair securement systems, lift equipment, and emergency kits.
• Ensure plow trucks are maintained and ready for winter weather.
• Monitor fleet-related expenses, including fuel, repairs, maintenance, and insurance.
• Ensure fleet operations comply with applicable driving, safety, and vehicle regulations.
• Review accident reports, manage related documentation, and coordinate insurance claims and repairs.
• Review GPS reports for vehicle location, speed, and utilization, and address any concerns.
• Perform other duties as assigned by the Vice President of Security and Maintenance.

REQUIRED SKILLS AND KNOWLEDGE OF THE FLEET COORDINATOR:

• High school diploma
• Valid Pennsylvania driver's license
• Five (5) years' experience managing corporate fleets/vehicles (preferred)
• Proficient in Microsoft Office applications
• Ability to work independently with little direction while adhering to all applicable protocols

PASSAVANT MEMORIAL HOMES OFFERS A VARIETY OF BENEFITS INCLUDING:

• Competitive Wages
• Comprehensive Health, Dental, and Vision Insurance Coverage
• Generous PTO package
• 401K Retirement Plan
• Dynamic and Supportive Work Environment
• Career Development and Advancement Opportunities

Passavant Memorial Homes Family of Services is an Equal Opportunity Employer.

INDMA

PMHFOS prohibits discrimination in any employment action; in admissions, referrals, operations, or delivery of services against individuals because of their race (to include hair type, hair texture, or hair style), color, religious creed (to include all aspects of religious observances and practice, as well as belief), disability, ancestry, national origin (including limited English proficiency), age (40 and over), sex (to include pregnancy status, childbirth status, breastfeeding status, sex assigned at birth, gender identity or expression, affectional or sexual orientation, and differences in sex), genetic information, marital status, membership in volunteer emergency responder organization, victim of domestic violence, sexual assault, stalking, family care responsibilities, reproductive health decisions, and retaliation for initiating a complaint of discrimination or opposing or participating in the investigation of a discriminatory practice. Visit our Compliance page for more information.

PMHFOS is dedicated to achieving a diverse workforce through application of its affirmative action, equal opportunity, and nondiscrimination policies in all aspects of employment. PMHFOS celebrates diversity and has a no-tolerance policy for harassment or discrimination of any kind. We value the unique skills, background, and experience of all of our employees.

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