Fleet Operations Coordinator

Upper Cumberland Development District; Cookeville (TN); Hybrid; USD 52,000 - 76,000; Full time

Job summary

Upper Cumberland Human Resource Agency seeks a Fleet Operations Coordinator to provide administrative and operational coordination for the fleet maintenance program. The role includes cross-training on duties of the Fleet Operations Assistant Manager to strengthen shop continuity and institutional knowledge.

Duties cover fleet records, inspections, lifecycle management, procurement, invoicing, and daily shop administration.

Qualifications

• Requires at least 2 years of progressively responsible experience in fleet or maintenance administration, transportation operations, logistics, procurement, or office administration.
• Experience coordinating records, vendors, inspections, compliance, or schedules preferred.
• Must be able to manage multiple deadlines and adapt to a fast-paced shop environment.

Responsibilities

• Maintains accurate vehicle, equipment, maintenance, parts, inspection, mileage, and fuel records in agency systems; prepares recurring fleet reports.
• Coordinates scheduling and closeout of annual vehicle inspections with county staff, inspectors, vendors, and state partners.
• Assists with new-vehicle procurement, registration, titles, insurance, decals, and readiness tracking; coordinates transfers and surplus processes.
• Prepares and tracks purchase requests, quotes, purchase orders, invoices, and procurement paperwork.
• Assists with technician scheduling, training assignments, inspection coverage, and leave/timesheet follow-up.
• Cross-trains with Fleet Operations Assistant Manager to support continuity and cover during absences.

Skills

Organization

Communication

Systems knowledge

Recordkeeping

Data analysis

Scheduling

Vendor coordination

Education

Associate degree in business admin

HS diploma/GED with experience

Tools

Fleet Maintenance Pro

Ecolane

WEX

Job description

Upper Cumberland Human Resource Agency has an opening for aFleet Operations Coordinator. The Fleet Operations Coordinator will provides administrative and operational coordination for UCHRA fleet maintenance while cross‑training on the full range of duties of the Fleet Operations Assistant Manager, strengthening continuity of shop operations, preserving institutional knowledge, and assuming increasing responsibility as proficiency is demonstrated.

Duties include:

• Fleet Records, Systems & Reporting: Maintains accurate vehicle, equipment, maintenance, parts, inspection, mileage, and fuel records in agency-designated systems (Fleet Maintenance Pro, Ecolane, WEX, and successors); reconciles information across systems, shop records, vendor documents, and county reports and corrects discrepancies; prepares recurring fleet reports (maintenance costs, fuel, mileage exceptions, preventive maintenance) and maintains written procedures, calendars, templates, and continuity files for administrative shop functions.
• Compliance, Inspections & Documentation: Coordinates scheduling, tracking, and closeout of annual vehicle and equipment inspections with county staff, technicians, inspectors, vendors, and state partners; compiles and submits required TDOT, TAM/NTD, 5311 compliance, contingency fleet, asset reconciliation, and related documentation within established deadlines; maintains audit‑ready files for maintenance, repairs, inspections, warranties, insurance, titles, registrations, accidents, and fleet assets, and supports compliance reviews through resolution.
• Vehicle & Equipment Lifecycle: Assists with new‑vehicle procurement and placement into service (registration, titles, insurance, decals, equipment, readiness tracking); coordinates transfers, replacements, contingency assignments, and out‑of‑service status with shop staff, county operations, and Transportation leadership; assists with surplus vehicle sales, salvage and insurance settlements, title transfers, and required state documentation; maintains records for shop equipment and facility assets, including warranties, inspections, and replacement needs.
• Purchasing, Invoices & Shop Administration: Prepares, routes, and tracks purchase requests, quotes, purchase orders, invoices, and micro‑purchase documentation in accordance with agency procurement and finance procedures; coordinates with vendors and internal departments on parts, repairs, supplies, fuel and purchasing cards, and deliveries; monitors supply and inventory needs; fields telephone and email requests on shop questions, service needs, breakdowns, and vendor follow‑up.
• Staff & Daily Operations Coordination: Assists with technician scheduling, training assignments, inspection coverage, and leave and timesheet follow‑up; tracks work status and communicates anticipated completion dates; coordinates administrative aspects of road calls, repairs, equipment installation, and vehicle cleaning (mechanical work is performed only when separately qualified and assigned); elevates safety, compliance, staffing, or service‑continuity concerns.
• Cross‑Training & Leadership Continuity: Cross‑trains with the Fleet Operations Assistant Manager in all administrative, compliance, reporting, planning, and coordination functions of the Vehicle Maintenance Shop, progressively assuming recurring duties as proficiency is demonstrated; provides administrative and operational coverage during absences and leads shop coordination when delegated by Transportation leadership; helps transfer institutional knowledge into documented procedures and trains designated backup personnel.
• Other duties as assigned

Qualifications:

• Organization & Communication: Strong organizational skills, able to manage multiple deadlines, frequent interruptions, detailed records, and competing priorities, and effective written, verbal, and interpersonal communication with technicians, administrative staff, vendors, inspectors, and state and federal partners.
• Systems & Analysis: Working knowledge of office software, spreadsheets, and electronic recordkeeping; able to learn fleet, fuel, scheduling, and procurement systems; analyzes records, resolves discrepancies, maintains confidentiality, and works independently, recognizing when management review or approval is required.
• Experience: At least two (2) years of progressively responsible experience in fleet or maintenance administration, transportation operations, logistics, procurement, or office administration preferred; ideally coordinating records, vendors, inspections, compliance, or schedules. Supervisory or lead‑worker experience preferred but not required at entry.
• Education: Associate degree in business administration, transportation, logistics, fleet management, accounting, or a related field preferred; high school diploma or GED with qualifying experience may substitute.
• Certifications: Valid driver’s license required. Must obtain required public transportation, safety, compliance, and agency training certificates within 12 months of employment; complete continuing education as assigned.
• Confidentiality: Must not access, disclose, or use vehicle, personnel, procurement, insurance, or accident records outside official duties.
• Scheduling: Not eligible for remote work; must be available for time‑sensitive fleet needs, including road calls and inspection deadlines.
• Screening: Must pass a state background check and drug screening as a condition of employment.

Physical Demands and Work Environment:

• Physical Requirements: Sitting up to 60% (extended computer and telephone work); Standing & Walking up to 40%, including shop, vehicle yard, and fueling areas on concrete, gravel, and uneven surfaces in all weather; Lifting up to 25 lbs frequently and up to 50 lbs occasionally; bends, stoops, kneels, crouches, and reaches to access files, equipment, and vehicle components, and climbs steps and in and out of transit vehicles occasionally; repetitive motion including data entry and occasional driving.
• Client Assistance & Mobility Support: Not typically required; this position does not have regular client transport duties.
• Vision & Hearing: Visual acuity sufficient for computer work and record review; able to communicate clearly in person, by telephone, and in writing.
• Work Environment: Office and active vehicle‑maintenance‑shop environments; exposure to outdoor weather in vehicle yard and fueling areas; noise level moderate to loud in shop areas. Regular attendance and dependable response to time‑sensitive needs are essential.
• Travel: Valid driver’s license required; travel to agency locations, vendors, inspection sites, and trainings within the Upper Cumberland region; occasionally operates agency vehicles for which the individual properly licensed and trained.