Facilities & Fleet Coordinator

Description

The Facilities & Fleet Coordinator is responsible for supporting the efficient operation, maintenance, safety, and compliance of The Moore Center facilities at all locations and for the fleet of 15-20 vehicles. This role coordinates building maintenance activities, vendor relationships, fleet administration, and workplace safety initiatives to ensure a safe, functional, and cost-effective work environment. The position serves as the primary point of contact for facility-related issues and fleet management activities.

Key Responsibilities

Facilities Management

· Coordinate routine building maintenance, repairs, and preventative maintenance activities for all Agency locations (greater Manchester, NH area).

· Serve as the primary contact for facility service vendors, contractors, and landlords; including but not limited to janitorial, landscaping, snow removal, security, and other facility services.

· Conduct regular inspections of facilities to identify maintenance, safety, and operational needs.

· Manage office space, furniture, equipment, and storage areas.

· Track facility-related work orders and ensure timely resolution.

· Support emergency preparedness and business continuity activities.

· Maintain facility records, permits, warranties, and service agreements.

Fleet Management

· Coordinate routine vehicle maintenance, repairs, preventative service, vehicle registrations and inspections.

· Maintain vehicle records and monitor fleet utilization, mileage, fuel usage, and vehicle condition.

· Coordinate vehicle replacement planning and disposal activities as directed.

· Support driver onboarding by ensuring required documentation and training records are current.

· Investigate and document vehicle incidents, accidents, and insurance claims.

Safety & Compliance

· Assist with workplace safety programs and compliance initiatives.

· Maintain records related to environmental and Agency safety requirements.

· Ensure fleet vehicles meet regulatory and company safety standards.

· Support safety training initiatives and maintain associated documentation.

Administrative & Financial Support

· Obtain quotes and coordinate vendor selection for maintenance and repair projects.

· Process invoices and track spending against facilities and fleet budgets.

· Maintain service contracts and monitor vendor performance.

· Prepare reports related to facility operations, fleet performance, maintenance expenses, and asset utilization.

· Recommend process improvements and cost-saving opportunities.

Requirements

Qualifications

Required

· 3+ years of experience in facilities coordination, fleet administration, office operations, or a related field.

· Strong organizational and project coordination skills.

· Proficiency with Microsoft Office Suite, particularly Excel, Outlook, and Teams.

· Ability to manage multiple priorities and vendors simultaneously.

· Valid driver's license with a satisfactory driving record.

Preferred

· Experience with fleet management systems or maintenance tracking software.

· Knowledge of building maintenance, workplace safety, and vehicle compliance requirements.

· Experience managing service contracts and vendors.

· Ability to do minor facilities repairs.

Physical Requirements

· Ability to walk throughout facilities and conduct inspections.

· Ability to occasionally lift up to 100 pounds.

· Ability to travel locally between company locations and service providers as needed.