What are the responsibilities and job description for the Senior Fleet Operations Coordinator position at Terracon Consultants, Inc.?
General Responsibilities:
The Fleet Operations Coordinator is responsible for efficient fleet operations of the region or division. In collaboration with the Corporate Fleet team and local office administrators, coordinate adherence to compliance regulations, vehicle maintenance, and budget management.
Essential Roles and Responsibilities:
- Collaborate with Corporate Fleet to support tactical strategies to maximize ROI of fleet assets.
- Provide administrative and analytical support in monitoring key cost factors including asset utilization, fuel card issuance, and preventative maintenance compliance.
- Support the execution of current fleet objectives and direct local teams to ensure efficiency.
- Work closely with operations to encourage vehicle utilization, reduce downtime, and identify opportunities to optimize fleet inventory levels.
- Assist with coordination of all inter-location fleet movement to minimize transport cost and maximize vehicle usage, taking into consideration new vehicle deliveries to minimize unnecessary fleet moves.
- Coordinate movement of vehicles into and out of the area via trucking, as directed by the Fleet department.
- Monitor upcoming/overdue registration renewals; assist with timely processing to minimize downtime and registration expenses.
- Provide proactive guidance on local emissions testing and inspection requirements to ensure timely compliance, particularly in regions with a high volume of overdue registrations.
- Support collaboration with the safety department by helping to communicate regulatory requirements, promote safe driving practices, and reinforce safety policies.
- Serve as a point of contact for fleet-related questions or concerns from field operations; escalate issues to Fleet leadership when appropriate.
- Assist with processing purchase orders (PO's) and invoices and coordinate with the corporate accounting department on daily information requests.
- Support the annual budgeting process by compiling fleet-related data and preparing documentation for vehicle ordering.
- Review monthly vehicle inspections for exceptions and follow up with local operations regarding action and areas in need of assistance.
- Review usage of company fuel card program and assist with compliance.
- Assist with educating local operations regarding standard fleet practices/procedures.
- Coordinate with local vendors and upfitters to schedule the installation of required vehicle accessories (e.g., strobe lights, alarms, toolboxes).
- Assist with reviewing vehicle and driver records for DOT compliance, where applicable.
- Play an active administrative role in supporting the vehicle and equipment telematics program, including device coordination and reporting tasks.
- Follow safety rules, guidelines and standards for all projects. Participate in pre-task planning. Report any safety issues or concerns to management.
- Be responsible for maintaining quality standards on all projects.
- Perform other duties as assigned.
Requirements:
Requirements:
- Bachelor's degree in business administration, finance, accounting or related field and 3-year fleet and/or procurement/sourcing experience. Or, in lieu of a degree, 7 years' related experience.
- Strong understanding of vehicle registration processes, emissions testing requirements, and DOT compliance standards.
- Familiarity with fleet budgeting, rental analysis, and cost containment strategies.
- Proficiency with telematics systems, fleet tracking platforms, and Microsoft Office Suite (Excel, Outlook, Word).
- Ability to interpret and act on system-generated fleet and maintenance reports.
- Ability to assess and escalate operational issues related to fleet maintenance, compliance, and vehicle deployment.
- Knowledge of upfitting practices and vendor coordination for vehicle accessories and modifications.
- Strong communication and interpersonal skills to collaborate with internal departments and external vendors.
- Basic negotiating skills and understanding of procurement process.
- Experience and aptitude toward exceptional customer service.
- Good understanding of "Procure to Pay" process and ERP functionality.
- Knowledge of fleet management systems (Geotab, Xcelerate).
- Valid driver's license with acceptable violation history may be required.
Terracon is an EEO employer. We encourage qualified minority, female, veteran and disabled candidates to apply and be considered for open positions. We do not discriminate against any applicant for employment, or any employee because of race, color, religion, national origin, age, sex, sexual orientation, gender identity, gender, disability, age, or military status.