Fleet Operations Coordinator

MaineGuide; Augusta (ME); On-site; USD 28,000 - 39,000; Full time

Benefits offered by this job

Health insurance

Paid holidays

Sick leave

Vacation time

Job summary

State of Maine seeks a Fleet Operations Coordinator within Central Fleet Management to guide fleet customers, authorize repairs, and manage vehicle usage and disposal. You will handle vehicle assignments, licensing, and cost control across electric, hybrid, plug-in, and standard fleets.

Role offers growth within state government, with responsibilities covering repairs, invoicing, accident review, and coordinating with risk management. Strong Excel and office skills preferred.

Qualifications

• Four (4) years experience in automotive service including one year of administrative experience.

Responsibilities

• Determines and authorizes repairs and maintenance of vehicles based on vehicle type to ensure proper and safe operation.
• Receives, prepares, documents, and registers vehicles in order to place them into service.
• Codes and approves payment of electronic payment vehicle charges with the state procurement card provider to ensure prompt payment for the customer and vendor.
• Codes and approves payment of invoices in order to account for vehicle expenses and ensure invoices are processed in a timely manner.
• Reviews and analyzes vehicle costs and expenditures based on vehicle type to determine the proper disposition of each vehicle.
• Receives and examines vehicle accident reports involving leased and rental vehicles to coordinate payment with the Risk Management Division.
• Determines and authorizes repairs, cleaning, and maintenance of all vehicle types to prepare the vehicles for auction.
• Assigns vehicles in order to ensure maximize useable life.
• Issues, tracks, and controls vehicle credit cards and toll highway passes to ensure appropriate use.
• Maintains vehicle inventory, repair, maintenance, and accident logs to document vehicle history.
• Assigns and oversees the work of others to ensure duties are performed in a timely and acceptable manner.
• Contacts vendors to resolve problems and ensure vehicle repairs and costs are appropriate based on vehicle type.

Skills

Automotive service experience

Administrative experience

Excel

Fleet management knowledge

Job description

Department of Administrative and Financial Services

Central Fleet Services

Opening Date:August 31, 2026

Closing Date:September 15, 2026

Grade/ Admin Unit:19 / Professional/Technical

Job Class Code:8133
Salary: $19.84 - $27.49/Hourly
Position Number:004601242

Location:Augusta

Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.

DESCRIPTION:

Come join Central Fleet Management, the team that keeps the State of Maine light duty vehicle fleet on the road. Whether it be Inland Fisheries & Wildlife, Marine Resources, Human Services, or any other agency in State government, Central Fleet Management needs a Fleet Operations Coordinator to provide fleet guidance to our customers regarding all aspects of fleet management; authorizing vehicle repairs, assisting with accidents, explaining policies and procedures, issuing vehicles to agencies, managing that use and assisting with disposal of vehicles at the end of their useful life. In addition, you will have the opportunity to learn valuable skills which will offer you chances for advancement within our organization and throughout State government.

You will be part of a team of fleet professionals, and service a wide variety of fleet customers. Our team centrally manages the entire State fleet of light duty vehicles, allowing the agencies to focus on their services to the public.

This work involves coordinating and providing administrative services for a large fleet of electric, hybrid, plug-in, and standard vehicles. Responsibilities include determining and authorizing repair needs based on vehicle type, assigning and receiving vehicles from state departments and agencies, determining types of vehicles for department and agency use based on needs, issuing lease assignments, reviewing accident reports, and processing payments for repairs. Work is performed under limited supervision.

RESPONSIBILITIES:

• Determines and authorizes repairs and maintenance of vehicles based on vehicle type to ensure proper and safe operation.
• Receives, prepares, documents, and registers vehicles in order to place them into service.
• Codes and approves payment of electronic payment vehicle charges with the state procurement card provider to ensure prompt payment for the customer and vendor.
• Codes and approves payment of invoices in order to account for vehicle expenses and ensure invoices are processed in a timely manner.
• Reviews and analyzes vehicle costs and expenditures based on vehicle type to determine the proper disposition of each vehicle.
• Receives and examines vehicle accident reports involving leased and rental vehicles to coordinate payment with the Risk Management Division.
• Determines and authorizes repairs, cleaning, and maintenance of all vehicle types to prepare the vehicles for auction.
• Assigns vehicles in order to ensure maximize useable life.
• Issues, tracks, and controls vehicle credit cards and toll highway passes to ensure appropriate use.
• Maintains vehicle inventory, repair, maintenance, and accident logs to document vehicle history.
• Assigns and oversees the work of others to ensure duties are performed in a timely and acceptable manner.
• Contacts vendors to resolve problems and ensure vehicle repairs and costs are appropriate based on vehicle type.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of modern office management principles, practices, procedures, and equipment.
• Knowledge of vehicle operations of standard, electric, hybrid, and plug-in vehicles.
• Knowledge of standard, electric, hybrid, and plug-in vehicle repairs, maintenance, parts, and procedures.
• Knowledge of new and advanced technologies and terminologies for internal combustion engines.
• Knowledge of plug-in hybrid vehicles and full electric vehicles technology and terminology, operation, safety features, and their charging equipment, procedures, and locations.
• Knowledge of telematics devices software and maintenance codes.
• Knowledge of diagnostic scan tools and procedures, including the most modern internal combustion engines.
• Knowledge of state vehicle inspection and registration.
• Knowledge of related risk management policies and procedures.
• Knowledge of accident reporting procedures.
• Ability to diagnose basic, electric, hybrid, and plug-in vehicle problems.
• Ability to adapt to the evolving vehicle technologies across all vehicle types.
• Ability to authorize and control vehicle repairs and maintenance.
• Ability to establish and maintain effective working relationships.
• Ability to evaluate and appraise vehicle fair market value.
• Ability to communicateeffectively.
• Ability to write clearly and effectively.

MINIMUM QUALIFICATIONS:

Four (4) years experience in automotive service to include one (1) year of administrative experience.

Preference will be given to candidates with:

• Knowledge of Microsoft Office Suite and more specifically Excel

CONTACT INFORMATION:

For more information or questions specific to the position, please contact [e-mail]

The selected candidate will be required to pass the required background checks (fingerprinting may be required) as a condition of employment.

Benefits of working for the State of Maine:

• Work-Life Balance– Rest is essential. Take time for yourself using 13 paid holidays, 12 days of sick leave, and 3+ weeks of vacation leave annually. Vacation leave accrual increases with years of service, and overtime-exempt employees receive personal leave.
• Health Insurance Coverage– The State of Maine pays 85%-100% of employee-only premiums ($11,857.68-$13,950.24 annual value), depending on salary. Use this chart to find the premium costs for you and your family, including the percentage of dependent coverage paid by the State.
• Health Insurance Premium Credit– Participation decreases employee-only premiums by 5%. Visit the Office of Employee Health and Wellness for more information about program requirements.
• Dental Insurance– The State of Maine pays 100% of employee-only dental premiums ($365.28 annual value).
• Retirement Plan– The State of Maine contributes 14.06% of pay to the Maine Public Employees Retirement System (MainePERS), on behalf of the employee.
• Gym Membership Reimbursement– Improve overall health with regular exercise and receive up to $40 per month to offset this expense.
• Health and Dependent Care Flexible Spending Accounts– Set aside money pre-tax to help pay for out-of-pocket health care expenses and/or daycare expenses.
• Public Service Student Loan Forgiveness– The State of Maine is a qualified employer for this federal program. For more information, visit the Federal Student Aid office.
• Living Resources Program– Navigate challenging work and life situations with our employee assistance program.
• Parental leave is one of the most important benefits for any working parent. All employees who are welcoming a child—including fathers and adoptive parents—receive forty-two (42) consecutive calendar days of fully paid parental leave. Additional, unpaid leave may also be available, under the Family and Medical Leave Act.
• Voluntary Deferred Compensation– Save additional pre-tax funds for retirement in a MaineSaves 457(b) account through payroll deductions.

State employees are eligible for an extensive and highly competitive benefits package, covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness.

Note: Benefits may vary somewhat according to specific collective bargaining agreements and are prorated for anything less than full-time.

There's a job and then there's purposeful, transformative work. Our aim is to create a workplace where you can learn, grow, and continuously refine your skills. Applicants demonstrate job requirements in differing ways, and we appreciate that many skills and backgrounds can make people successful in this role.

As an Equal Opportunity employer, Maine State Government embraces a culture of respect and awareness. We are committed to creating a strong sense of belonging for all team members, and our process ensures an inclusive environment to applicants of all backgrounds including diverse race, color, sex, sexual orientation or gender identity, physical or mental disability, religion, age, ancestry, national origin, familial status or genetics.

If you are unable to complete the online application, please contact the Human Resources representative listed on the job opening you are interested in applying for. They will work with you for an alternative method of submitting.