Job Number: R0011100
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.
SUPERVISORY RESPONSIBILITIES
None.
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.
ABILITIES AND COMPETINCIES ESSENTIAL TO THE JOB
Communication and Comprehension • Ability to effectively communicate both verbally and in written format to convey clear, well-articulated information.
• Ability to understand, speak, and write English to convey messages and correspond in an articulate and professional manner.
• Possess public communication skills that allow professional representation of Liberty University to a variety of business, government and community customers and associates.
• In-depth knowledge of inventory systems and procedures
• Strong organizational skills.
Problem Solving • Intuitively able to reason, analyze information and events, and apply judgment to solve problems of both a routine and complex nature.
Physical and Sensory Abilities • Required to travel to local and campus locations.
• Frequently required to lift heavy objects.
• Regularly required to hear and speak effectively communicate orally.
• Occasionally required to stand, walk, and climb stairs to move about the building.
• Handle materials, reach overhead, kneel, stoop, and pull items using pallet jack to conduct essential job functions.
WORKING CONDITIONS
Work Environment
The working environment in which one will typically perform the essential functions of this position is a climate-controlled office and a warehouse setting. It is well lit and the noise level is moderate. (Define if outdoor, dusty, weather conditions, etc.)
Driving Requirements
Use of one's personal vehicle (or LU vehicles) is required for travel in the performance of the essential functions of this position. Proof of a valid Virginia driver's license, an acceptable DMV record, and liability insurance is required.
Time Type
Full time
Location
Onsite
The University is an Equal Opportunity Employer. We believe it is our moral and legal obligation to meet the responsibility of ensuring that all management practices regarding employees are conducted in a nondiscriminatory manner. In compliance with Title VII of the 1964 Civil Rights Act, and other applicable federal and state statutes, all recruiting, hiring, training, and promoting for all job classifications will be administered without regard to race, color, ancestry, age, sex, national origin, pregnancy or childbirth, disability, military veteran status or other applicable status protected by law, including state of employment protected classes. It is, therefore, our policy and intention to evaluate all employees and prospective employees strictly according to the requirements of the job. All personnel related activities such as compensation, benefits, transfers, job classification, assignments, working conditions, educational assistance, terminations, layoffs, and return from layoffs, and all other terms, conditions and privileges of employment will be administered without regard to race, color, ancestry, age, sex, national origin, pregnancy or childbirth, disability, military veteran status or other applicable status protected by law, including all applicable state of employment protected classes. The University is a Christian religious-affiliated organization; and as such, is not subject to religious discrimination requirements. The University's hiring practices and EEO discrimination practices are in full compliance with both federal and state law. Federal law creates an exception to the "religion" component of the employment discrimination laws for religious organizations (including educational institutions), and permits them to give employment practice preference to members of their own religious beliefs. Employment Type: Full-Time