Fleet Systems Coordinator

Commonwealth of Massachusetts; Boston (MA); On-site; USD 65,000 - 85,000; Full time

Job summary

Commonwealth of Massachusetts seeks a Fleet Systems Coordinator to support fleet technology platforms, ensuring data integrity and efficient operations across agencies. The role focuses on FMIS, telematics, reporting, and system upgrades within a hybrid work environment.

Ideal candidates will have experience with fleet operations, data governance, and strong communication skills to support agency users and vendor partners.

Qualifications

• Three years of professional experience in work simplification, management analysis, program analysis, or related fields.
• Substitutions allow degrees in relevant fields to replace experience.

Responsibilities

• Support the daily administration, operation, and maintenance of fleet technology platforms, including telematics and FMIS.
• Coordinate system deployments, upgrades, installations, and operational enhancements.
• Monitor system performance and identify data discrepancies, process inefficiencies, and operational issues requiring escalation.
• Maintain accurate fleet records, system inputs, and operational tracking tools.
• Develop and maintain reports, dashboards, performance metrics, and operational summaries.
• Coordinate with vendors and agency stakeholders regarding installations, service requests, system issues, and operational activities.
• Administer user access across fleet systems, including account provisioning, modification, and deactivation.
• Review invoices, track expenditures, and assist with reconciliation activities related to fleet systems and services.

Skills

Fleet management systems

Telematics platforms

Data analysis

Stakeholder engagement

Customer service

Written and verbal communication

Education

Bachelor’s degree in business administration, public administration or related

Graduate degree in business administration, public administration or industrial management

Tools

Excel

Job description

Fleet Systems Coordinator (26000512)

The Operational Services Division (OSD) enables state government to obtain the goods and services it needs to serve the people of Massachusetts. OSD ensures that state procurements deliver best value and utilize fair, open, and competitive practices.

OSD’s dynamic team values SERVICE, PARTNERSHIP, CREATIVE‑PROBLEM SOLVING, and RESPONSIVENESS. The hybrid work environment fosters work‑life balance and collaboration, allowing us to serve state agency and local government partners.

OSD is seeking a highly motivated and detail‑oriented Fleet Systems Coordinator to support the management and operation of fleet technology platforms serving the Executive Branch fleet. The position plays a key role in maintaining fleet‑related information systems, supporting data integrity, coordinating vendor activities, and assisting agencies with system usage and operational processes.

Key Responsibilities

• Support the daily administration, operation, and maintenance of fleet technology platforms, including telematics and Fleet Management Information Systems (FMIS).
• Coordinate system deployments, upgrades, installations, and operational enhancements.
• Monitor system performance and identify data discrepancies, process inefficiencies, and operational issues requiring escalation.
• Maintain accurate fleet records, system inputs, and operational tracking tools.
• Collect, validate, organize, and maintain fleet‑related data across multiple systems.
• Develop and maintain reports, dashboards, performance metrics, and operational summaries.
• Analyze vehicle utilization, maintenance trends, fuel usage, compliance metrics, and other key fleet performance indicators.
• Ensure compliance with data governance standards and established operational procedures.
• Provide support to agency personnel regarding system functionality, data interpretation, and reporting tools.
• Develop training materials, user guides, presentations, and communications related to fleet systems.
• Support training sessions and knowledge‑sharing initiatives for agency users.
• Coordinate with vendors and agency stakeholders regarding installations, service requests, system issues, and operational activities.
• Track and manage system issues, ensuring timely follow‑up and resolution.
• Monitor vendor performance and support continuous improvement initiatives.
• Review invoices, track expenditures, and assist with reconciliation activities related to fleet systems and services.
• Maintain organized documentation of system processes, operational procedures, and vendor interactions.
• Support special projects and perform additional duties as assigned.
• Administer user access across fleet systems, including account provisioning, modification, and deactivation.
• Conduct periodic audits of user permissions and support compliance with security policies and access controls.

Preferred Qualifications

• Experience supporting fleet management systems, telematics platforms, maintenance management systems, fuel management systems, or other operational technology environments.
• Strong analytical and problem‑solving skills with the ability to identify trends, inconsistencies, and opportunities for improvement.
• Experience collecting, organizing, and presenting operational data to diverse stakeholders.
• Ability to coordinate multiple priorities and work effectively in a fast‑paced environment.
• Strong customer service and stakeholder engagement skills.
• Excellent written and verbal communication abilities.
• Proficiency with Microsoft Office 365, including advanced Excel skills.
• Experience with business intelligence and reporting tools is a plus.
• Knowledge of fleet operations, transportation, automotive services, or public‑sector operations is preferred.
• Experience working with budgets, financial reconciliation, invoices, or fiscal analysis in an operational or administrative environment is a plus.

Minimum Entrance Requirements

First consideration will be given to those applicants that apply within the first 14 days.

Applicants must have at least (A) three years of full‑time, or equivalent part‑time, professional experience in work simplification, management analysis, program analysis, methods analysis, economic analysis, fiscal analysis, financial analysis, budget analysis or in program administration or program management; or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

• A Bachelor’s degree with a major in business administration, business management, public administration, industrial engineering or industrial management may be substituted for a maximum of two years of the required experience.
• A Graduate degree with a major in business administration, business management, public administration, industrial engineering or industrial management may be substituted for the required experience.
• A Bachelor’s degree or higher degree with a major other than in business administration, business management, public administration, industrial engineering or industrial management may be substituted for a maximum of one year of the required experience.

Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

DEI Value Statement

Diversity, Equity, and Inclusion are integral to the Operational Services Division’s (OSD's) mandate to oversee transparent and equitable practices through a variety of public services and programs within the Commonwealth of Massachusetts. OSD commits to cultivating and nurturing a diverse workforce, which is reflective of the communities we serve and recognized as our greatest strength. Diversity, Equity, and Inclusion are our core principles, guiding us in who we aspire to be in our business operations and partnerships.

Equal Opportunity Employer Statement

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.