Fleet Operations Coordinator

Fleet Operations Coordinator
Department: Operations / Logistics
Reports to: Fleet Manager / Operations Director
Location: Pennsylvania- Office-Based / Field Coordination (as applicable)

About OneWell Health Care

OneWell Health Care is a U.S.-based healthcare provider dedicated to serving individuals with Intellectual and Developmental Disabilities (I/DD) and Autism. With compassion, professionalism, and purpose, we support every step of our participants’ journeys toward independence and well-being.

Position Overview

The Fleet Operations Coordinator plays a pivotal role in overseeing the daily operations, maintenance, and performance of the company’s vehicle fleet. This position ensures that all vehicles are operated safely, maintained efficiently, and utilized optimally to meet organizational goals. The role combines strategic coordination, technical oversight, and administrative management, requiring close collaboration with drivers, mechanics, vendors, and internal departments to ensure seamless and cost-effective fleet operations.

Key Responsibilities

1. Fleet Management

• Coordinate vehicle assignments across departments and drivers based on operational needs and scheduling priorities.
• Monitor vehicle utilization to ensure efficiency, minimize idle time, and control operational costs.
• Maintain up-to-date records on vehicle mileage, fuel consumption, and general condition to forecast maintenance needs and optimize use.

2. Vehicle Maintenance and Repairs

• Plan and schedule preventive maintenance (oil changes, inspections, tire rotations, etc.) to extend vehicle lifespan and prevent downtime.
• Manage repair operations, liaising with external service providers or internal mechanics for timely resolution of issues.
• Maintain comprehensive maintenance logs and repair histories for compliance and performance monitoring.

3. Compliance and Safety

• Ensure full regulatory compliance with local, state, and federal laws regarding vehicle registration, emissions, and inspections.
• Monitor driver safety and adherence to company policies, traffic laws, and best driving practices.
• Administer vehicle licensing, permits, and insurance renewals, ensuring all documentation is current and properly filed.

4. Budget and Cost Management

• Oversee fleet-related expenses, including maintenance, fuel, insurance, and repairs.
• Track and analyze cost performance metrics, identifying opportunities to optimize expenditures.
• Negotiate pricing and contracts with vendors and suppliers to achieve cost efficiencies.
• Implement strategies to improve fuel efficiency and reduce overall operational costs.

5. Vehicle Scheduling and Dispatch

• Develop and maintain scheduling systems to ensure timely and efficient use of vehicles for deliveries, service calls, or staff transportation.
• Optimize routes to balance operational efficiency and cost-effectiveness.
• Respond promptly to urgent operational needs, such as breakdowns, last-minute requests, or emergency transport coordination.

6. Driver Coordination and Oversight

• Assign drivers according to vehicle availability, skill level, and workload requirements.
• Conduct and coordinate driver training on company policies, safety protocols, and vehicle operation standards.
• Use telematics and GPS tracking systems to monitor driver behavior and address issues such as speeding, idling, or inefficient driving practices.

7. Inventory and Asset Management

• Maintain an inventory of essential parts and consumables (tires, filters, oil, tools) to ensure uninterrupted maintenance operations.
• Assist in the procurement and leasing of new vehicles, ensuring they meet company standards for safety, efficiency, and performance.
• Track fleet assets and equipment lifecycles, supporting decisions on replacements or disposals.

8. Data Tracking and Reporting

• Compile operational reports on fleet utilization, maintenance costs, downtime, and performance indicators.
• Use fleet management software and telematics tools to collect, analyze, and visualize key data.
• Provide strategic insights and recommendations to management based on data analysis, supporting continuous improvement.

9. Vendor and Supplier Relations

• Build and maintain strong relationships with maintenance vendors, leasing companies, and equipment suppliers.
• Negotiate service contracts and ensure that vendors deliver quality service on time and within budget.
• Evaluate vendor performance and adjust relationships or contracts as necessary to meet operational standards.

10. Emergency and Incident Management

• Coordinate response efforts in the event of vehicle breakdowns, accidents, or other emergencies.
• Manage insurance claims and ensure that all incidents are properly documented and reported.
• Collaborate with safety officers and insurers to investigate incidents and implement corrective measures.

11. Technology and Telematics Integration

• Utilize fleet management systems to track real-time vehicle status, maintenance alerts, and driver activity.
• Implement GPS tracking and telematics solutions to enhance route planning, improve safety, and reduce fuel consumption.
• Support the integration of digital tools to streamline data reporting and operational efficiency.

Qualifications

Education:

• Bachelor’s degree in Logistics, Transportation Management, Business Administration, or a related field preferred.
• Equivalent professional experience may be considered in lieu of formal education.

Experience:

• Minimum 3–5 years of experience in fleet coordination, logistics, or transportation management.
• Proven experience with fleet management systems, GPS tracking, and data analysis tools.
• Strong background in vehicle maintenance scheduling and cost control preferred.

Knowledge & Skills:

• In-depth understanding of vehicle operations, safety regulations, and maintenance procedures.
• Strong organizational and analytical skills, with the ability to manage multiple priorities simultaneously.
• Proficiency in fleet management software, GPS/telematics platforms, and Microsoft Office applications.
• Excellent communication and coordination skills, both verbal and written.
• Financial acumen for budget tracking and expense management.
• Strong problem-solving and decision-making capabilities under pressure.

Core Competencies

• Operational Efficiency: Skilled at optimizing resources and reducing downtime.
• Attention to Detail: Diligent in tracking data, records, and compliance requirements.
• Safety Mindset: Prioritizes driver and vehicle safety at all times.
• Analytical Thinking: Uses data to identify trends and improve fleet performance.
• Leadership and Team Coordination: Effectively collaborates with drivers, technicians, and management.
• Adaptability: Responds quickly and effectively to operational changes or emergencies.

Work Environment

• Primarily office-based, with regular field visits for inspections or operational oversight.
• Standard work hours, with on-call availability for emergencies or urgent logistical needs.
• Must be able to work in a fast-paced, deadline-driven environment, managing multiple concurrent operations.

Legal Disclaimer

This job description reflects the general nature and scope of the role and is not exhaustive. OneWell Health Care reserves the right to revise responsibilities, qualifications, or expectations at its discretion, consistent with applicable law. Employment is at-will and may be terminated by either party at any time, with or without cause or notice.

If you are passionate about making a meaningful difference in the lives of others and value a workplace that celebrates compassion, growth, and inclusion, we encourage you to apply today.

Join OneWell Health Care — where your work truly changes lives.