Procurement & Fleet Coordinator

Job Classification: Salary Exempt

Compensation Range : $40,000 to $50,000

Reports to: Director of Finance & Administration

Job Summary

The Procurement & Fleet Coordinator plays a vital role in ensuring the efficient operation of purchasing and fleet activities across the facility service company’s divisions, including janitorial, maintenance, security, facilities, and

landscaping. This role also provides administrative support to the operations team and acts as a liaison between vendors, field staff, and management and other key responsibilities. This is an onsite position.

Procurement Duties

• Manage vendor sourcing, pricing negotiations, and procurement of supplies, tools, and uniforms.
• Issue and track purchase orders; ensure timely delivery of goods and services.
• Maintain inventory records and reorder levels for operational divisions.
• Assist with budget tracking and cost analysis reports for purchasing activities.
  
  

Fleet Management Duties

• Coordinate vehicle acquisition, registration, maintenance, and decommissioning.
• Maintain fleet database with vehicle records, insurance, fuel usage, and driver assignments.
• Schedule and track preventative maintenance and repairs with vendors.
• Ensure compliance with DOT and internal vehicle policies.
  
  

Administrative Support

• Process invoices and purchase documentation; maintain organized digital records.
• Schedule service appointments, vehicle inspections, and vendor site visits.
• Prepare reports and summaries for the operations and finance departments.
• Support office tasks such as ordering supplies, handling calls, and organizing files.
  
  

Qualifications

• 3+ years in procurement, fleet, or administrative coordination roles.
• Experience in a facility services or field operations environment preferred.
• Strong computer skills including Microsoft Excel, Word, and vendor or fleet management systems (e.g., NetSuite, Fleet).
• Excellent organizational, communication, and time management skills.
• Show initiative, creativity and problem-solving ability.
• Valid Florida driver’s license.
• Ability to travel to local worksites as needed.
  
  

Preferred Experience

• Familiarity with Florida DOT regulations and commercial vehicle operations.
• Working knowledge of procurement procedures, RFPs, and vendor compliance.
  
  

Physical Requirements

• Ability to work under pressure.
• Ability to sit, stand or view a computer screen for extended periods of time.
• Ability to perform repetitive hand and wrist motions for extended periods of time.
• Ability to reach with hands and arms.