Motor Pool Coordinator

About the position

The Motor Pool Coordinator is responsible for overseeing the management and maintenance of the city's fleet of vehicles and equipment. This role involves coordinating repairs, scheduling maintenance, and ensuring accurate record-keeping while providing administrative support to the fleet management division. The coordinator will also assist in budget preparation and monitor expenditures related to fleet operations.

Responsibilities

• Identify vehicle and equipment issues based on user-reported symptoms.
• Prepare repair orders, review maintenance records, and obtain necessary approvals.
• Schedule appointments, coordinating with the Foreman or Administrator.
• Coordinate vehicle pickups and deliveries with divisions.
• Research and verify warranty, service contract coverage, and recalls.
• Schedule preventative maintenance for vehicles and equipment.
• Use motor pool software to manage repair records, schedules, and generate reports.
• Review and close completed repair orders in specialized motor pool software.
• Maintain accurate vehicle and equipment records.
• Perform administrative tasks (e.g., screening calls, filing, data entry, ordering supplies).
• Prepare daily time and attendance records for fleet maintenance staff.
• Assist with budget preparation and monitoring; audit budgets and accounts.
• Coordinate the purchase and renewal of vehicle titles and license plates.
• Manage auctions and sales of surplus vehicles and equipment.
• Schedule meetings and prepare related materials, agendas, minutes, and presentations.
• Develop and update Standard Operating Procedures (SOPs) for motor pool operations.
• Pick up and deliver parts, supplies, and vehicles as needed.
• Collect data and generate reports for annual Key Performance Indicators (KPIs).
• Maintain insurance asset listings and fleet master records.
• Assist in drafting and submitting Council Communications.
• Prepare, process, and manage Fuelman reports and account details.
• Perform other related duties as required.

Requirements

• High School Diploma or GED required; Associate's degree in Management, Business, Accounting, or related field preferred.
• 3 years of clerical or administrative experience required.
• 1 year in a customer service-related position required.
• Valid State of Michigan Driver's License (must be maintained).
• Knowledge of vehicle systems, warranties, and maintenance schedules.
• Strong organizational, communication, and problem-solving skills.
• Ability to perform mathematical calculations.
• Familiarity with MSDS software for managing OSHA Safety Data Sheets.
• Proficiency in Microsoft Office Suite, Outlook, and motor pool software.
• Ability to establish and maintain effective working relationships.

Benefits

• Health Insurance: Blue Cross Blue Shield (low employee premium contributions).
• Dental and Vision Insurance: Premiums paid by the City.
• Retirement Plan: MERS Hybrid Retirement Plan (Defined Benefit and Contribution).
• Healthcare Savings Plan.
• Life Insurance.
• Paid Time Off: Up to 22 days in the first year.
• Holidays: 13 Paid Holidays.
• Disability Benefits: Long/Short Term Disability.
• Deferred Compensation: Voluntary 457 and Roth IRA.
• Tuition Reimbursement & Employee Assistance Program.