Transafe Transportation LLC Fleet Coordinator Chestnut Hill, MA · Part time Company website

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About Us
Since 2019, Transafe Transportation LLC has provided safe, reliable, and caring student transportation giving peace of mind to towns, school districts, and families.
Headquartered in Brookline, Massachusetts, Transafe specializes in transporting Pre-K through 12th grade students to and from school and extracurricular activities, working closely with districts and families to ensure timely and safe transit. A WBE/MBE/SLBE-certified company, Transafe has proudly delivered thousands of rides to hundreds of vulnerable students with a zero major incident safety record.
We are not just transporting students...we are building trust, one safe, reliable ride at a time.

Equal Opportunity / Work Authorization
Transafe is an Equal Opportunity Employer and is committed to creating an inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other legally protected characteristic. Applicants must be authorized to work in the United States.

Position Overview

The Fleet Coordinator supports the day-to-day readiness, upkeep, and administrative coordination of the Transafe vehicle fleet. The role ensures vehicles are properly assigned, maintained, cleaned, inspected, and tracked so drivers can operate safely and reliably. The Fleet Coordinator is also the primary point of contact for 7D drivers on routine fleet-related needs and maintains accurate fleet records.

This is a working supervisor role: the incumbent continues to serve as an active 7D driver while coordinating fleet activities. Combined hours should remain at or below 40 per week unless otherwise approved.

Key Responsibilities

Fleet Coordination & Vehicle Readiness

• Coordinate driver vehicle assignments, transfers, and vehicle switch-outs for mileage balancing.
• Assist with the handoff of vehicles, keys, gas cards, and equipment.
• Ensure annual safety and biennial 7D inspections are completed by the due dates.
• Track preventive maintenance for each vehicle in the Transafe fleet.
• Monitor vehicle cleanliness; coordinate washing 1–2 times per month.
• Support other fleet, driver support, or operational responsibilities as assigned by the CEO.

Tracking, Reporting & Data Maintenance

• Track weekly gasoline purchases, vehicle mileage, and non-work-related mileage for all drivers.
• Identify and flag unusual patterns or discrepancies in gasoline purchases.
• Maintain accurate fleet records, logs, and key vehicle data.
• Track and report fleet KPIs: inspection status, maintenance completion, fuel usage, vehicle cleanliness, downtime.

Driver Support & Issue Escalation

• Serve as the primary point of contact for 7D drivers on maintenance, inspections, oil changes, car washes, and other routine fleet-related matters.
• Identify and escalate fleet issues, maintenance concerns, missed inspections, or compliance gaps to the CEO in a timely manner.
• Support operational coordination to keep vehicles road-ready and available for service.

Process Documentation & Compliance

• Help document and maintain SOPs, checklists, and internal guidelines related to fleet coordination and vehicle readiness.
• Maintain a 90-day advance renewal calendar for all 7D certifications and vehicle inspections.
• Support audit-readiness for BPS annual March evaluation.

Success Measures

Performance in this role is measured against the following, tied to the company's Strategic Plan:

• Compliance & Risk Management: 100% 7D / inspection currency (zero lapses)
• Operational Excellence: Vehicle downtime minimized; zero service interruptions due to fleet readiness issues
• Monthly fleet KPI report delivered to CEO on or before the 5th business day
• 90-day advance renewal calendar maintained and current

Qualifications

• Valid driver's license and 7D certificate; ability to move between vehicles or work around fleet equipment as needed.
• 3+ years of experience in 7D student transportation, dispatch, operations, logistics, or a similar role.
• Familiarity with vehicle maintenance schedules, inspections, and basic fleet documentation preferred.
• Experience tracking data, maintaining logs, or preparing simple reports beneficial.
• Comfortable using spreadsheets, mobile apps, email, and basic office technology.
• Prior experience working with drivers or field-based employees is a plus.

What We're Looking For

• Organized and dependable, with strong follow-through.
• Able to manage multiple tasks consistently.
• Comfortable communicating with drivers and escalating issues appropriately.
• Detail-oriented and able to keep accurate records.
• Practical, proactive, and solution-oriented.
• Able to work independently while staying aligned with management expectations.
• Flexible and willing to take on additional duties as business needs evolve.

Hours

5–10 hours per week in the Fleet Coordinator capacity, in addition to current 7D driver responsibilities. Total weekly hours should remain at or below 40 unless otherwise approved.