Motor Pool Coordinator

Motor Pool Coordinator

The Motor Pool Coordinator is responsible for the day to day administration, scheduling, and asset management of Liberty University's Motor Pool fleet. This position ensures university departments have reliable access to safe and well maintained vehicles while enforcing Motor Pool policies, approved driver requirements, documentation standards, and stewardship expectations. The coordinator manages the reservation system, vehicle check in/check out procedures, condition reporting, mileage tracking, billing accuracy, and coordination with Service Advisors and maintenance staff to minimize downtime.

This role supports Liberty University's commitment to safety, compliance, customer service, and responsible resource management and plays a critical part in maintaining accurate, audit ready records and consistent service delivery across campus transportation operations.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

1. Motor Pool Operations & Scheduling (40%)

• Manage the university's motor pool reservation system, ensuring equitable vehicle access and efficient scheduling.
• Oversee vehicle check-out and return procedures, including key control, mileage logging, fuel levels, and vehicle condition assessments.
• Communicate with departments to confirm reservations, availability, and required documentation.
• Track vehicle utilization rates and identify scheduling conflicts or inefficiencies.
• Enforce Motor Pool policies related to eligibility, usage rules, timeliness, and asset protection.

2. Vehicle Condition, Documentation & Asset Control (25%)

• Inspect vehicles before and after use; document interior/exterior condition, mileage, and any new damage.
• Ensure accurate and timely reporting of incidents, accidents, or unsafe conditions in coordination with the Business Manager and Risk Management.
• Maintain detailed, audit-ready records for all vehicle assignments, work orders, fuel usage, damage logs, and compliance documentation.
• Monitor inventory of motor pool vehicles, keys, fuel cards, and equipment, report discrepancies immediately.

3. Coordination With Service Advisors & Maintenance (20%)

• Submit work requests for needed repairs, PM services, or safety concerns identified during inspections.
• Communicate with Service Advisors to monitor progress of maintenance work and expected return-to-service times.
• Support fleet readiness by coordinating PM scheduling around known reservations and operational needs.
• Track downtime and escalate recurring or safety-critical maintenance trends.

4. Customer Service & Campus Support (10%)

• Serve as the primary point of contact for questions related to motor pool reservations, vehicle requirements, and approved driver processes.
• Provide timely and professional assistance to students, faculty, staff, and department heads.
• Support orientation for new users regarding policies, reservation procedures, and vehicle expectations.

5. Billing & Administrative Support (5%)

• Ensure accurate mileage and cost data for chargebacks to departments.
• Assist the Business Manager with activity reports, utilization data, and cost-tracking summaries.
• Support compliance initiatives, training records, and policy updates as directed.

QUALIFICATIONS AND CREDENTIALS

Education and Experience

• High school diploma or equivalent required; associate degree preferred.
• Minimum 2 years of experience in transportation, fleet operations, logistics, facilities, automotive services, or an administrative/customer service role.
• Proficiency with scheduling systems, MS Office Suite (especially Excel), and data entry.
• To obtain LU-approved driver certification, individuals must be 21 years of age or older, possess a valid driver's license with a minimum of five (5) years of documented driving history, and maintain a clean driving record.
• Strong organizational skills and the ability to manage multiple priorities in a fast-paced environment.

Preferred Qualifications

• Experience in fleet management, dispatching, motor pool operations, or asset-control functions.
• Familiarity with fleet management software or digital reservation systems.
• Knowledge of basic vehicle safety standards and inspection procedures.
• Experience in higher education, public sector, or large-scale campus operations.