Facilities & Fleet Coordinator

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.

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 drivers 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.