Fleet Administrator

ESSENTIAL FUNCTIONS

ESSENTIAL FUNCTIONS

·     Create database to track fleet vehicles and associated information needed for maintenance, accounting and insurance purposes. 

·     Maintain all detailed and up-to-date fleet related data including but not limited to surplus vehicle inventory, mileage, maintenance, warranties, tires, fuel, depreciation and related costs to provide cost per mile data for analysis.

·     Develop and administer a proactive vehicle maintenance management program to include a centralized system accessible by all locations. 

·         Ensure timely licensing and registration of fleet vehicles. Work with Fleet Assistant on making all new fleet vehicles ready for service, including titling, tags, company markings, telematics and transport.

·         Ensure the company vehicle fleet data for Federal DOT, FMCSA, IFTA, IRP, 2290 (Heavy Vehicle Use Tax) and the annual Unified Carrier Registration is properly maintained.

·     Provide analysis and recommendations on new vehicle purchases/swaps based upon cost per mile, age, mileage, history and depreciation schedule. 

·     Develop list of preferred vendors and manufacturers. 

·     Negotiate extended warranty coverage for vehicles and components purchased. 

·     Monitor vehicle usage and identify low utilization assets. 

·     Develop vehicle disposal plans to maximize dollar recovery. 

·     Collect and manage information on vehicles to be sold and advertise for prospective buyers. 

·     Conduct all negotiations and sales of fleet vehicles.

·       Responsible for the maintenance of records and submitting applicable forms, reports and correspondence to ensure that all applicable health hazards, safety, and transportation recordkeeping requirements are met.

·     Collect and report monthly/quarterly fringe mileage reports

·     Administer and ensure compliance of the company vehicle allowance programs.

·     Responsible for maintaining the company fuel card program

·     Responsible for ensuring all Samsara hardware andsoftware is updated and in proper working condition in fleet vehicles. Create new vehicles in telematics system and maintain system drivers, supervisors, and fleet policy requirements.

QUALIFICATIONS/KNOWLEDGE/SKILL/ABILITY

• High School diploma or equivalent


• Knowledge of the principles and practices of fleet management to include vehicular maintenance and repair, regulatory requirements and reporting, permits and licensing.


• Basic knowledge of accounting and financial principles.


• Experience with Microsoft Office products to design/produce databases and financial/statistical reports. 


• Ability to demonstrate professional verbal and written communication skills. 


• Ability to establish and maintain effective working relationships with customers, vendors, and coworkers with professional and courteous interactions.

PREFERRED

• Bachelor’s degree (or equivalent combination of training and experience) in business administration, finance, accounting, or related field.


• Experience with Fleet Telematics and Hours of Service modules.


• Three years’ experience managing and administrating a fleet program which may include; producing financial reports; purchasing capital assets; monitoring a program budget. 

PHYSICAL/ENVIRONMENTAL REQUIREMENTS

·         Operate basic office equipment such as; computer terminal, copy machines, ten key calculator, telephone, reference material, and contract documents.

·         Office environment requiring professional dress.

·         Use of all necessary personal protective equipment.

·         Sitting for up to 8 hours.

·         Occasional walking over rough and uneven terrain.

·         Occasional bending, kneeling, squatting, and climbing.

·         Occasional lifting up to 50 lbs. with or without assistance.

·         Frequent Use of hands for simple grasping, pushing, pulling, and writing and typing.

·         Frequent reading from a computer screen or printed text.

·         Occasional exposure to all outdoor weather conditions.

·         Occasional travel via ground or air transportation with overnight stays.

·         Operate a company vehicle requiring a valid driver’s license (driving record must meet company insurance standards and is reviewed annually).

·         Overtime and varying schedules may be required.