Fleet Coordinator

Description:

DIVISION: Transportation

REPORTS TO: Operations Manager

SUPERVISES: None

EXEMPTION STATUS: Non-Exempt

POSITION SUMMARY: At BHA, Fleet Coordinators are essential in ensuring the operational integrity, safety, and reliability of our vehicle fleet. This role maintains maintenance schedules, tracks usage, coordinates vendors, and oversees compliance to guarantee that every vehicle is safe, efficient, and ready to serve. Fleet Coordinators play a central role in ensuring the seamless and dependable operation of our transportation services, which in turn directly impacts the quality of care and support provided across BHA programs.

Grounded in our Transportation Core Values—Safety Through Structure, Compassion in Motion, Reliability That Builds Trust, Excellence in Every Detail, Innovation That Drives Us Forward, Teamwork Fuels the Journey, and Advocacy on the Road—Fleet Coordinators uphold the highest standards of service, professionalism, and care.

This is a safety-sensitive position. Employees must be able to safely perform the essential functions of the job, with or without reasonable accommodation, including maintaining continuous alertness, providing direct supervision, driving individuals served as required, and administering medications as trained

QUALIFICATIONS:

Education & Experience:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business, Operations, or related field preferred.
• 2+ years of experience in fleet management, transportation, or operations coordination.

Skills & Competencies

• Strong interpersonal and communication skills.
• Knowledge of vehicle maintenance standards and regulatory compliance.
• Organizational and time management proficiency.
• Proficiency in Microsoft Office and fleet tracking software.
• Valid driver’s license and clean driving record.
• Ability to pass a background check, drug screen, and physical.
• Strong commitment to safety, professionalism, and confidentiality.
• Ability to remain calm under pressure and respond appropriately to unexpected situations.
• Strong attention to detail in vehicle inspections, documentation, and client support.
• Training in crisis de-escalation or passenger assistance preferred.
• Knowledge of defensive driving practices and vehicle safety checks preferred.

Other Requirements

• Must participate in, prior to hire and annually thereafter, a Human Performance Evaluation conducted by a medical provider of the company’s choosing.
• Must pass all required background checks.
• This position is subject to random and annual drug and alcohol testing.

Requirements:

KEY RESPONSIBILITIES:

Safety Through Structure

• Conduct and schedule preventive maintenance to ensure all vehicles remain in safe working condition.
• Perform regular inspections and audits to confirm vehicles are compliant with safety standards and equipped with required emergency supplies.
• Document maintenance activities and report safety concerns promptly.

Compassion in Motion

• Ensure all vehicles are clean, sanitized, and welcoming for passengers and staff.
• Respond with empathy and patience when addressing fleet concerns raised by staff or passengers.
• Support a culture of care by ensuring vehicles reflect BHA’s commitment to dignity and respect.

Reliability That Builds Trust

• Maintain accurate vehicle records including registrations, inspections, and insurance.
• Guarantee fleet readiness by minimizing downtime and promptly resolving service needs.
• Track mileage, usage, and route efficiency to optimize fleet dependability.

Excellence in Every Detail

• Uphold the highest standards in vehicle cleanliness, maintenance documentation, and vendor communication.
• Complete audits and reporting with accuracy and timeliness.
• Provide leadership with transparent data on fleet performance and usage.

Innovation That Drives Us Forward

• Monitor GPS, camera systems, and other technologies to enhance fleet safety and efficiency.
• Research and recommend new tools, vehicles, or practices that strengthen transportation outcomes.
• Support continuous improvement through feedback on routes, vehicle design, and operations.

Teamwork Fuels the Journey

• Serve as a point of contact for fleet needs across departments, supporting collaboration and shared goals.
• Coordinate with program leaders to align vehicle access with operational needs.
• Provide drivers with clear communication and training related to fleet use and expectations.

Advocacy on the Road

• Ensure vehicles represent BHA well in the community, reflecting care and professionalism.
• Advocate for the dignity, inclusion, and safety of those who rely on transportation by ensuring vehicles are reliable, accessible, and properly maintained.
• Champion a positive image of BHA through every mile traveled.

Other Duties

• Perform other duties and special projects to support various organizational initiatives as assigned.
• Responsible, either directly or indirectly, for filing all expense reports according to company policy.
• Directly or indirectly responsible for completing time reports on or before the defined due date.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

PHYSICAL DEMANDS

The physical demands described below represent those required to perform the essential functions of this position successfully. Reasonable accommodations may be made, as required by law, to enable qualified individuals with disabilities to perform these functions safely and effectively. However, employees must be able to perform the essential duties in a manner that ensures the safety and readiness of all vehicles, staff, and students during transport operations.

Additional Conditions and Expectations:

• Employees must maintain professionalism and effective communication at all times, especially during high-demand operational hours.
• Employees must remain alert and observant during all vehicle movement and loading operations to prevent accidents and ensure compliance with safety standards.
• Employees must adhere to all BHA safety policies, including use of PPE, vehicle keys, and maintenance documentation procedures.
• Employees must maintain confidentiality regarding staff, student, and organizational information.
• Work hours may vary depending on fleet needs, weather conditions, and operational schedules, including early mornings or late afternoons during arrivals and dismissals.

BHA Transportation Core Values

Safety Through Structure

Compassion in Motion

Reliability That Builds Trust

Excellence in Every Detail

Innovation That Drives Us Forward

Teamwork Fuels the Journey

Advocacy on the Road

Fitness for Duty / Medical Evaluation (Job-Related):
BHA may require a job-related fitness-for-duty evaluation consistent with applicable law when there is a reasonable concern that an employee may be unable to safely perform the essential functions of the role (including driving, medication administration, crisis response, and continuous supervision), or as part of return-to-work clearance following certain leaves or incidents.

ACCESS TO PHI: The employee may have access to Protected Health Information (PHI). Employees must always protect the confidentiality of all client information. This includes adhering to all BHA policies and all applicable state and federal regulations regarding Protected Health Information (PHI). Sharing, discussing, or disclosing PHI in any form—verbal, written, electronic, or visual—is strictly prohibited unless explicitly authorized and required for job duties.

EQUAL EMPLOYMENT: Equal Opportunity is and shall be provided for all employees and applicants for employment based on their demonstrated ability and competence without unlawful discrimination based on their race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender identity, gender expression, age, disability, protected veteran status, or any other status protected by applicable state or federal law. This policy shall not be interpreted so as to violate the legal rights of religious organizations or the recruiting rights of military organizations associated with the Armed Forces or the Department of Homeland Security of the United States of America.

ADA STATEMENT: To perform this job successfully, an individual must be able to satisfactorily perform each essential job duty. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform essential job functions.

ACCOUNTABILITY/IMPACT (Degree of answerability for actions, consequences of errors in judgment, and legal liabilities): Errors in judgment or mistakes could cost the organization loss of revenue, loss of clients, and/or negatively impact KCBHH’s reputation.

JOB TYPE

Full-Time and 100% In-Person

FULL-TIME BENEFITS

• Medical/Dental/Vision
• OnDemand Pay (get your pay when you need it)
• Health Savings Account (HSA)/Flexible Spending Account (FSA)/Short/Long Term Disability
• 401K matching
• Additional $100 wellness benefit on top of your regular pay after 90 days!
• Referral bonus and more!

Starting Pay: Our compensation is competitive within the market. The starting rate for this position begins at $22.50 per hour, with your final offer based on a combination of your education, relevant experience, and overall qualifications.