Fleet Coordinator

About the Firm:

Our mission: Transforming Infrastructure with Passion and Kindness.

We provide quality cost-effective engineering services to state and local governments and private-sector clients across New York State and Pennsylvania. Our project portfolio features experience in bridge highway and structural design. Condition and safety inspection. Civil and site engineering support. Construction inspection and administration. Survey and mapping and hydrographic services.

Prudent Engineering is an Equal Opportunity Employer.

What youll be able to do:

Prudent Engineering is seeking a Fleet Coordinator to work Full-Time/Part-Time at our main office in Syracuse NY. The Fleet Coordinator is responsible for managing daily operations of the companys vehicle fleet including cars vans and trucks. This role ensures all fleet assets are maintained compliant with regulations cost-effective and operationally efficient. The Fleet Coordinator collaborates closely with drivers vendors maintenance teams and management to support business continuity and safe transportation practices.

This position is responsible for tracking mileage scheduling regular maintenance coordinating with service vendors and ensuring that all fleet assets are safe compliant and ready for field use. The ideal candidate will be detail-oriented organized and able to balance multiple priorities in a dynamic project-driven environment.

The requirements we seek:

• Coordinate daily fleet operations for company vehicles and equipment including cars trucks vans trailers boats E-Bikes and other assets ensuring safe efficient and compliant utilization.
• Manage fleet records and databases including vehicle titles registrations insurance licensing mileage fuel usage service history maintenance logs and condition reports.
• Schedule track and coordinate preventative maintenance NYS inspections repairs tire services and oil changes with vendors mechanics and dealerships to minimize downtime.
• Conduct routine vehicle and trailer inspections monitor asset condition and proactively address mechanical safety and regulatory concerns to maintain DOT and company standards.
• Ensure compliance with federal state and company regulations by maintaining driver qualification files safety certifications emissions requirements registrations and fleet documentation.
• Process and document vehicle accidents damage reports investigations warranty claims repairs and insurance-related matters while supporting driver safety and risk management initiatives.
• Track fleet operating expenses fuel costs repair invoices and vendor contracts; assist with budget forecasting and identify opportunities to improve cost efficiency and asset utilization.
• Support the full fleet asset lifecycle by coordinating vehicle acquisitions leasing deliveries inspections decommissioning reporting vendor relationships and driver assistance for breakdowns towing and operational support.
  

Minimum Requirements

• Associates degree or related field or equivalent experience.
• 3 years of experience in fleet coordination automotive administration or a related role (preferred).
• Strong organizational and recordkeeping skills with attention to detail.
• Familiarity with light-duty vehicles trailers and basic maintenance scheduling.
• Proficiency with Microsoft Excel Word PowerPoint and Outlook Adobe Acrobat and/or fleet management software for tracking and reporting.
• Valid drivers license and clean driving record (required).
• Ability to communicate effectively with staff vendors and management.
• Ability to work independently.
• Ability to work with others to resolve problems handle requests or situations.
• Ability to sit for extended periods of time stand walk and perform repetitive motions of the hands and/or wrists.
• Prepare and analyze data and figures scheduling using a computer terminal and necessary reading.

What we offer:

• Compensation range: $20-$25 per hour based on experience and education
• Medical dental vision.
• 401K with company match.
• PTO plus paid holidays.
• Unlimited opportunities to advance your career.
  

*Actual compensation may vary based on work experience location market conditions education/training certifications and other credentials as well as applicable knowledge and skills.