MFM Agency Fleet Coordinator Duties (PDF)

Fleet Coordinator Duties

  1. Serve as the Motor Fleet Management liaison for an agency by:
    • Communicating MFM rules and regulations to agency leaders and drivers.
    • Administrating MFM vehicle actions for the agency, such as
      • Coordinating new vehicle requests & assignments, assignment changes and verifications, replacement list approvals
      • Handling compliance reporting
      • Ensuring periodic maintenance, annual state inspections, recalls, and accident reports are completed
      • Accessing MFM systems to monitor their agency MFM vehicle assignments, maintenance, and utilization
    • Attending MFM meetings, webinars, and trainings
    • Maintaining current agency contact profile
  2. Maintain the agency’s vehicle, driver information, and records, which should include:
    • Agency fleet policies
    • Number of passenger vehicles, pickup trucks and vans owned by the agency
    • Vehicle titles, tags, and registration records (for agencies whose titles are not maintained by MFM)
    • Driver compliance acknowledgements of agency policies and MFM regulations
    • Vehicle Assignments to show:
      • Drivers
      • Driver eligibility verification documentation. This includes drivers of agency owned vehicles and all drivers of MFM vehicles (except those listed on Form FM-30, which MFM verifies)
      • The agency business units responsible for each vehicle
      • The physical location of each vehicle
    • Mileage logs, which should include:
      • The vehicle ID#
      • The days driven and the driver for each day used during a month
      • The total miles driven for the month
    • Commuter information, including:
      • All drivers who commute
      • Commuting approval forms
    • Fuel Management (for agency-owned vehicles not managed by MFM)
      • Agency fuel card or Fuel Master pro-key assignments
    • Liability insurance coverage (for agency owned vehicles not managed by MFM)
    • Accident data for agency owned vehicles not managed by MFM, to include:
      • Accident Reports
      • Police Reports
      • Accident Claim Numbers
    • Misuse complaints, citations, and agency responses.
    • Surplus procedures for agency owned vehicles - https://ncadmin.nc.gov/public/state-surplus-property-agency
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