Fleet Specialist

Essential Functions:

The fleet administrator administers and coordinates the motor vehicle fleet, which consists of 50 motor vehicles and 15 DOT vehicles. They understand OSHA, DOT, fleet-specific regulations, licensing, registration, and reporting requirements. 

The Fleet Administrator prepares and maintains accurate records of vehicles, insurance, and required regulatory filings and reporting. Coordinates repairs and preventative maintenance scheduling that supports fleet vehicle availability requirements. Additionally, the Fleet Administrator assists with safety training and communication programs. The Fleet Administrator works under moderate supervision.

Fleet Responsibilities:

The Fleet Administrator will work closely with the fleet services provider to manage the company's costs regarding vehicle as well as run reports with responsibilities to include:

• Responsible for ordering, registrations, transfer, and disposal.
• Advise and instruct company drivers regarding vehicle policies.
• Ensure compliance with standard fleet maintenance procedures.
• Coordinate registration & initial tag and title renewals.
• Review and run reports such as fuel, mileage, and preventative maintenance etc.
• Assist field employees with day-to-day operations.
• Maintain and update driver data and vehicle data.
• Coordinated new hires and terminations-MVR, CBT and fuel pin.
• Maintain toll tag information (NTTA) for all vehicles.
• Analyzing information gathering, organization, multi-tasking, coordinating tasks with other groups both internal and external, good writing and computer applications skills are required.
• Manage the vehicle GPS contract.

DOT Responsibilities:

• Administer all aspects of Driver Qualification File processing for customers.
• Serve as a designated employer representative and point of contact for the CDL driver Drug and Alcohol program.
• Analyze customer compliance with the Federal Motor Carrier Safety.
• Provide consultation to customers on DOT/FMCSA rules and regulations, driver safety training and safety requirements, and company policies.
• Manage annual and periodic compliance requirements such as annual motor vehicle reports (MVR) and annual limited queries (FMCSA Drug and Alcohol Clearinghouse) for customers.
• Develop and provide regular reporting, audits, and training on DOT and FMCSA requirements.
• Organize daily client training classes as applicable.
• Assist with drug and alcohol screening collections.
• Process and review Internal data.
• Manage citations.
• Manage /spot check hours of service.

In summary, the fleet administrator plays a crucial role in keeping the company’s fleet running smoothly, managing costs, and ensuring compliance with regulations. Whether in-house or outsourced, their expertise contributes to efficient fleet operation.

Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.

QUALIFICATIONS (EDUCATION, CERTIFICATIONS AND/OR TRAINING):

Required Education:

• High School Diploma Required

Required Experience:

• 3 years of previous Fleet Administrator experience is required.
• MS Office Experience required.

Preferred Experience:

• Spanish language fluency preferred, but not required.
• Experience with fleet management portals required

ESSENTIAL SKILLS, KNOWLEDGE, ABILITY AND MENTAL REQUIREMENTS:

• Strong Organization skills
• Strong Time Management skills
• Strong communication skills
• Ability to train others on fleet procedures and company policies.
• Ability to exercise discretion and independent decision making in the absence of clear processes.
• Knowledge of manufacturing equipment, processes, and methods
• Strong problem solving and analytical skills.
• Must be able to work in a fast-paced environment.
• Can adjust quickly to changing demands and perform under stressful conditions.
• Ability to lead, motivate and develop “safe thinking” in others.
• Ability to utilize Microsoft Office for the completion of daily tasks.
• Professional presentation
• High ethical standards, honesty and trustworthy
• Must have excellent verbal and written communications; ability to train, influence and motivate coworkers.
• Attention to detail and high level of accuracy.
• Effective organizational skills
• Be respectful to others.
• Team oriented
• Possess cultural awareness and sensitivity.

Work Environment:
This work will be performed in an office setting, it is not a remote or hybrid position. Work schedule is Monday through Friday, 8a-5p

Physical Demands:
This position is expected to have some physical demands, such as lifting/carrying/moving objects weighing up to 25 pounds, as well as standing, walking, and similar activity.

Travel Required:
Travel to other office locations is expected for this position (10-20% travel expected).

Other Duties:

This job description should not be interpreted as an exhaustive list of responsibilities or as an employment agreement between the employer and employee. The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification and are subject to change as the needs of the employer and requirements of the job change. Any essential functions of this position will be evaluated as necessary should an employee/applicant be unable to perform the functions or requirements due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the employee/applicant when possible.