Fleet & Facilities Coordinator

Vertical Mechanical Group; Sterling (VA); On-site; USD 48,000 - 68,000; Full time

Job summary

Vertical Mechanical Group (VMG) is seeking a detail-oriented Fleet & Facilities Coordinator to support daily operations of vehicles and facilities in Sterling, VA. You will maintain records, schedule maintenance, manage vendor relationships, and assist with office moves and safety compliance.

The ideal candidate has 2+ years of admin experience, strong organizational skills, a clean driving record, and bilingual English/Spanish abilities.

Qualifications

• High school diploma or equivalent.
• 2+ years of administrative experience, preferably in fleet management, facilities, property management, or operations.
• Proficiency in Microsoft Office, especially Excel and Outlook, or similar programs.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks, priorities, and deadlines.
• Valid driver's license with a clean driving record.
• Bilingual in English and Spanish is required.

Responsibilities

• Maintain accurate records for company vehicles and equipment, including titles, registrations, license plates, EZPasses, vehicle keys, insurance, inspections, and maintenance history.
• Schedule and coordinate vehicle maintenance, repairs, and inspections with vendors, ensuring all work is completed on time.
• Review fuel card transactions, toll charges, and maintenance invoices, identifying and reporting any discrepancies.
• Track driver information, license verifications, and company vehicle assignments.
• Assist with vehicle accident and incident reporting, including insurance claims and follow-ups.
• Support the process of purchasing, disposing of, and registering company vehicles.
• Receive, track, and coordinate facility maintenance requests, following up until issues are resolved.
• Schedule and work with contractors and service providers, including cleaning, landscaping, pest control, and security vendors.
• Assist with office moves, workspace planning, and employee workstation setups.
• Order and maintain office and facility supplies.
• Support workplace safety and compliance efforts, including fire inspections, emergency drills, and OSHA documentation.
• Prepare reports, spreadsheets, and track expenses related to fleet and facilities operations.
• Maintain vendor contact information, contracts, and certificates of insurance.
• Respond to phone calls and emails from employees, vendors, and visitors.
• Assist the Fleet & Facilities Manager with special projects and daily operational needs.

Skills

Bilingual English and Spanish

Strong organizational skills

Valid driver's license

Education

High school diploma or equivalent

Associate or bachelor's degree in Business Administration or related field

Tools

Microsoft Excel

Microsoft Outlook

Microsoft Office

Job description

Fleet & Facilities Coordinator Join Our Growing Team at VMG!

At Vertical Mechanical Group (VMG), we are always looking for talented individuals to join our growing team. Our commitment to exceptional customer service and innovative solutions drives our success and continued growth. We are excited to offer opportunities for motivated professionals who are ready to take the next step in their careers.

When you join VMG, you become part of a supportive team that values its employees, encourages professional growth, and takes pride in delivering quality work.

Help Keep VMG Moving!

Vertical Mechanical Group is seeking an organized, dependable, and detail-oriented Fleet & Facilities Coordinator to support the daily operations of our company vehicles and facilities.

This position plays an important role in keeping our fleet safe, properly maintained, and ready for daily use, while also ensuring our offices and facilities remain clean, organized, safe, and well-maintained.

The ideal candidate is someone who enjoys staying organized, solving problems, coordinating with vendors, and managing multiple responsibilities in a fast-paced environment.

What You'll Do

Fleet Coordination & Management

• Maintain accurate records for company vehicles and equipment, including titles, registrations, license plates, EZPasses, vehicle keys, insurance, inspections, and maintenance history.
• Schedule and coordinate vehicle maintenance, repairs, and inspections with vendors, ensuring all work is completed on time.
• Review fuel card transactions, toll charges, and maintenance invoices, identifying and reporting any discrepancies.
• Track driver information, license verifications, and company vehicle assignments.
• Assist with vehicle accident and incident reporting, including insurance claims and follow-ups.
• Support the process of purchasing, disposing of, and registering company vehicles.

Facilities Coordination & Support

• Receive, track, and coordinate facility maintenance requests, following up until issues are resolved.
• Schedule and work with contractors and service providers, including cleaning, landscaping, pest control, and security vendors.
• Assist with office moves, workspace planning, and employee workstation setups.
• Order and maintain office and facility supplies.
• Support workplace safety and compliance efforts, including fire inspections, emergency drills, and OSHA documentation.

Administrative & Operational Support

• Prepare reports, spreadsheets, and track expenses related to fleet and facilities operations.
• Maintain vendor contact information, contracts, and certificates of insurance.
• Respond to phone calls and emails from employees, vendors, and visitors.
• Assist the Fleet & Facilities Manager with special projects and daily operational needs.

What We're Looking For

Required Qualifications

• High school diploma or equivalent.
• Minimum of 2 years of administrative experience, preferably in fleet management, facilities, property management, or operations.
• Proficiency in Microsoft Office, especially Excel and Outlook, or similar programs.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks, priorities, and deadlines.
• Valid driver's license with a clean driving record.
• Bilingual in English and Spanish is required.

Preferred Qualifications

• Associate or bachelor's degree in Business Administration or a related field.
• Experience using fleet management software.
• Familiarity with DOT regulations, vehicle registration processes, or workplace safety requirements.
• Experience working with vendors and handling basic accounts payable processes.

What Will Make You Successful at VMG

• You are dependable and follow through on your responsibilities.
• You are organized and pay close attention to details.
• You can solve problems and make good decisions.
• You provide excellent customer service to employees and vendors.
• You can handle confidential information professionally.
• You are comfortable working independently while supporting a team.

Work Environment & Physical Requirements

• Primarily office-based at our Sterling, VA location, with occasional visits to garages, job sites, or other company facilities.
• Must be able to lift up to 50 pounds when handling supplies, files, or other materials.
• Occasional after-hours availability may be required for emergencies or urgent facility and fleet needs.

About VMG

Vertical Mechanical Group (VMG) is a full-service commercial HVAC and Plumbing contractor serving customers throughout the region. VMG performs complex mechanical construction across commercial office, multifamily, government, healthcare, higher education, hospitality, and mission-critical environments.

VMG is committed to developing its people, supporting professional growth, and creating opportunities for employees to build long-term careers.

Vertical Mechanical Group is an Equal Opportunity Employer. We welcome applicants of all backgrounds and make employment decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic.

Salary: $48000 - $68000 per year