Maintenance and Fleet Coordinator

This is a part-time position requiring approximately 15–20 hours per week, with a schedule to be determined based on agency needs. 

The Maintenance and Fleet Coordinator will be responsible for the following:

Facility Maintenance

1. Perform routine maintenance and minor repairs to agency-owned buildings, residential homes, supported living homes, Scheel apartments, equipment, and furnishings.

2. Complete basic plumbing, electrical, carpentry, painting, and general repair tasks within the scope of training and experience.

3. Conduct regular facility inspections to identify maintenance needs, safety concerns, and repair requirements.

4. Coordinate and monitor maintenance projects performed by outside contractors and vendors. Must follow Procurement Policy when requesting repairs.

5. Maintain agency grounds, including mowing, trimming, landscaping, debris removal, and seasonal maintenance activities.

6. Assist with office moves, furniture assembly, equipment installation, and special projects as assigned.

7. Maintain maintenance tools, equipment, and supply inventories.

Fleet Coordination

1. Monitor the condition, maintenance schedules, and utilization of agency vehicles.

2. Schedule and coordinate routine vehicle maintenance, inspections, repairs, oil changes, tire services, and warranty work.

3. Track vehicle registrations, insurance cards, license plate renewals, and required inspections.

4. Conduct periodic vehicle inspections and document findings.

5. Monitor vehicle cleanliness and coordinate cleaning schedules as needed.

6. Maintain vehicle maintenance records and service histories.

7. Assist in investigating vehicle incidents and ensure appropriate documentation is completed.

8. Coordinate with vendors, repair facilities, and service providers regarding fleet maintenance needs.

Data Entry 

1. Enter and maintain accurate maintenance, fleet, fuel, mileage, and repair records in agency databases and tracking systems.

2. Maintain electronic and paper files related to facilities, vehicles, inspections, warranties, and service contracts.

3. Prepare reports regarding vehicle usage, maintenance expenses, repairs, and facility maintenance activities.

4. Track preventive maintenance schedules and generate reminders for required services.

5. Assist with inventory tracking and ordering of maintenance supplies and fleet-related materials.

6. Ensure all records are complete, organized, and available for audits, inspections, and compliance reviews.

7. Assist with data entry and administrative projects as assigned.

Position Requirements: Complete all required DDA training in a timely manner. Maintain certifications and complete refresher training annually. Must have a valid Tennessee Driver’s License and good driving record, personal vehicle insurance and must be insurable by the agency insurance company.

Physical Requirements: The position involves sitting, standing, bending and walking for long periods of time throughout the day. The position also requires the ability to lift up to 50 lbs. frequently on a daily basis.