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Fleet Coordinator

Fleet Coordinator

Government JobsEnglewood, CO, US
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Fleet Coordinator

The Fleet Coordinator serves as the primary liaison between the Fleet Maintenance division and the Finance department, ensuring the smooth processing of purchase orders, invoices, and payments for contractors and vendors. This role is responsible for maintaining accurate fleet records, managing vehicle registration and titles, and ensuring data integrity within the fleet management software. The Fleet Coordinator plays a critical role by tracking expenses, coordinating financial transactions, and assisting with compliance and reporting.

Reporting Relationships :

  • Reports to : Fleet Manager
  • Direct Reports : None

Duties and Responsibilities :

  • Ensures that all fleet vehicles are entered into the fleet maintenance software system. This includes all maintenance intervals, license renewals, emission testing, vehicle information, and etc.
  • Records and tracks all fleet compliance information such as DOT inspection forms and vehicle maintenance information.
  • Monitor KPI and shop production and adjusting procedures as needed.
  • Licenses and registers all fleet vehicles with the DMV.
  • Input and validate data into the fleet management software, ensuring accuracy in maintenance records, and asset tracking.
  • Processes purchase orders, invoices, and payments for fleet-related services, repairs, and equipment in coordination with the Finance department.
  • Maintains and files all safety related shop records.
  • Maintains all fleet related IT, such as : scan tools, fleet management software, and etc.
  • Assists with scheduling training and travel as needed, for our fleet staff.
  • Assists the Fleet Manager with data reporting for vehicle life cycle analysis as well as maintenance shop KPI and metrics.

    • Other Duties and Responsibilities :

  • May perform first-level supervision of other department administrative staff, including work assignment and review, training, professional development and growth, scheduling, and performance and compensation evaluation. Verify and approve time sheets; makes recommendations regarding the selection, hiring, training, evaluation and disciplining of assigned employees.
  • Handles confidential and sensitive information with a high level of discretion and confidentiality.
  • May provide basic training and information for department staff on use of office technology and relevant software.
  • Performs other duties as assigned and required.

    • Preparation and Training :

  • Education : High School Education or GED required
  • Work Experience : Over 5 years of formal increasingly responsible administrative experience
  • Supervisory experience of administrative support positions is preferred
  • Certifications and / or Licensures : Notary Certificate, preferred or ability to obtain within six months
  • Required Driver's License : Valid Colorado driver's license and a clear or acceptable MVR is required

    • Knowledge, Skills, and Abilities :

  • Knowledge of the policies, procedures and goals of the City of Englewood and the department.
  • Knowledge of general office practices and procedures.
  • Knowledge of math, spelling, grammar, punctuation and vocabulary.
  • Knowledge of city purchasing and procurement process and procedures.
  • Knowledge of basic accounting principles.
  • Knowledge of proper legal or administrative procedures for preparing documents specific to area of assignment.
  • Knowledge of FASTER software preferred.
  • Knowledge of Fleetio software preferred.
  • Skill in writing, editing, and revising materials.
  • Skill in organizing and managing multiple and competing tasks.
  • Skill in developing, organizing and maintaining complex filing systems.
  • Skill in the operation of standard office machines such as multi-line telephone, copiers, calculators, and audio / visual equipment.
  • Ability to organize and prioritize work.
  • Ability to exercise independent judgment when prioritizing tasks.
  • Ability to identify problems or issues, analyze data, and make sound recommendations based upon findings.
  • Ability to read, interpret and explain policies or procedures.
  • Ability to supervise and train subordinate staff.
  • Ability to use standard computer equipment and software including word processing, data base management, spreadsheet applications and electronic mail.
  • Ability to listen well and communicate effectively orally and in writing with various audiences.
  • Ability to utilize independent judgment, discretion, and maintain confidentiality.
  • Ability to establish and maintain effective working relationships with employees, other agencies, vendors, and the general public.
  • Ability to perform work in an accurate and efficient manner without supervision.
  • Ability to work with and on behalf of a department director and various boards and committees.

    • Hourly Rate : $25.21 - $37.82 / hourly pay rate

    Application Deadline : Open until filled.

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    Fleet Coordinator • Englewood, CO, US

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