Fleet & Facilities Coordinator — Operations & Safety

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

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.