Fleet Asset Coordinator

Provides administrative support for vehicle acquisition and fleet maintenance activities, working independently or under the direction of the Fleet Manager and the Director of Public Works.

• Develops, gathers, analyzes, and provides reports, graphs and charts based on data from the various databases, including those requested by fleet staff, and user departments.
• Assists with the vehicle purchasing process
• Assists in the development of budget and equipment specifications, and monitor operating costs
• Works closely with internal departments to define requirements, specifications, and delivery timelines.
• Ensures procurement activities follow internal policies, budget guidelines, and compliance requirements.
• In partnership with the Purchasing Department work on service agreements.
• In partnership with the Information Technology department, assists in IT-related equipment for public safety vehicles.
• Supports internal audits, budget reviews, and cost-control initiatives.
•  Maintains accurate digital and physical procurement records, including quotes, purchasing approvals, contracts, invoices, fleet purchasing activity, warranties, registrations, and compliance documentation.
• Assists in updating fleet software by entering data regarding manufacturer specifications, maintenance for vehicle and equipment inventory
• Monitors contract expirations and alerts management of renewal needs or opportunities for re-bidding
• Maintains and updates approved vendor lists, pricing files, and contract databases.
• Assists in tracking and reconciling fleet-related spending within the software system.
• Provides various levels of administrative support to Fleet Manager and Director related to fleet purchasing process.
• Montier the onsite Public Works fuel system.
• Composes correspondence and completes required documents and reports related to the acquisition of all Fleet assets.
• Provides general office administrative support by managing the accuracy of all databases.
• Assist in fleet maintenance schedules as needed 
• Performs other duties as assigned

Required Education and Experience

• High School diploma or its equivalent.
• Three years of work experience in fleet procurement, asset management of fleet operations or related field. 

Certifications, Licenses and Registrations

• Texas Driver’s License or ability to obtain a Texas driver’s license within 90 days per state law. 

Preferred Education and Experience

• Assiociate dgreee in related field.
• Four or more years of work experience in fleet procurement, asset management of fleet operations. 

• Ability to communicate clearly and professionally, both written and verbally.
• Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
• Knowledge of proper fleet practices, procedures and regulations applicable to the work being performed.
• Knowledge of Federal, State and local laws.
• Knowledge of city practice, policy and procedures.
• Knowledge of safety practices and procedures.
• Skill in oral and written communication.
• Skill in handling multiple tasks and prioritizing.
• Skill in using computers and related software.
• Skill in data analysis and problem solving.
• Skill in planning and organizing.
• Ability to quickly recognize and analyze irregular events.
• Ability to maintain compliance with fleet practices, rules and regulations.
• Ability to lead others.
• Ability to work with frequent interruptions and changes in priorities.
• Ability to establish and maintain good working relationships with other City employees and the public.

While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear and taste or smell. The employee must regularly lift and /or move up to 75 pounds.  The employee must occasionally lift and/or move up to 100 pounds and push, pull, drag up to 150 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Working Environment:
While performing the duties of this job, the employee is regularly exposed to wet and/or humid conditions; moving mechanical parts; high, precarious places; fumes or airborne particles; toxic or caustic chemicals; extreme cold; extreme heat; risk of electrical shock; explosives; risk of radiation and vibration.  The noise level in the work environment varies between moderate, loud, and very loud).

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job.   They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position.