What are the responsibilities and job description for the Fleet Specialist position at GMR Marketing?
External Job Description:
ESSENTIAL DUTIES AND RESPONSIBILITIES //
Driver Qualification Files and Compliance Management
Program Problem Solving/ Return of Vehicle
Purchase Orders/Rentals/Contracts/Lease Agreements
Movement of Vehicles to vendors
Required Knowledge, Skills, and Abilities
EDUCATIONAL AND EXPERIENCE REQUIREMENTS //
We are looking for a highly organized candidate to work and jive with our existing fleet team. This will be primarily administrative work related to fleet operations and maintenance. The ideal candidate will enjoy a flexible work experience most days but will be required to come to the office weekly.
ESSENTIAL DUTIES AND RESPONSIBILITIES //
Driver Qualification Files and Compliance Management
- Clearing quality drivers and maintaining accurate, up-to-date, and detailed records of drivers and vehicles will be key to the success of this role
- Track and gather completed driver qualification paperwork from Staffing and establish driver file
- Monitoring and reporting of government mandated programs
- Maintain roster of active drivers, keeping on top of new hires and terminations with in our OnBase system
- Audit driver files for compliance
- Follow up on violations and tickets to ensure they have been reported and payment has been issued
- Assign, track, and issue fuel cards and pin numbers to Field Staff
Program Problem Solving/ Return of Vehicle
- Work directly with internal GMR teams, drivers, and vendors to resolve situations that arise related to rentals and/or leases
- Attend program planning meetings and offer Fleet recommendations regarding the role and processes required to assure smooth development and execution of programs
- Provide support and assistance to the Insurance Department, Human Resources Department, support teams, client teams and drivers to resolve any fleet related issues in a prompt and courteous manner.
- Schedule vehicle maintenance
- Anticipate vehicle returns and lead fueling, inspection and cleaning procedures.
- Coordinate/Assign the delivery of vehicles with the supplier and client teams and ensure the required vehicle information is promptly entered into the database.
Purchase Orders/Rentals/Contracts/Lease Agreements
- Review DOT rental vehicles
- Coordinate vehicle and trailer requirements and apply for title/registration and/or license plate renewals and track to ensure current registration for all vehicles
- Go to DMV to process paperwork
- Vehicle Storage Tracking
- Request vehicle information after rental period from various vendors
- Research new and build and maintain positive and high- level vendor services relationships
- Work cross departmentally to develop and execute necessary tasks related to assigned projects.
- Ensure that quotes for all vehicle purchases, rentals, or leases, that are complying with company guidelines
- Create, organize, and route Fleet related documents including contracts and purchase orders for required signatures and deliver to appropriate departments
Movement of Vehicles to vendors
- Assist with pickup/delivery/moving vehicles to/from vendors when necessary
- Pre/Post trip inspection
- Work with Fleet Team to complete inspection reports for all vehicles delivered from vendors and returning from programs
- Check in all vehicles received for proper paperwork, permits and DOT required items
- Perform pre and post trip inspections on all vehicles
- Assemble accident kits
Required Knowledge, Skills, and Abilities
- Understands and has experience in Fleet management, leasing/rental industry, and the Federal Motor Carrier Safety Administration (“FMCSA”) laws and regulations
- Excellent organizational and time-management skills, and works well in a fast-paced environment
- Excellent customer service and communication skills, always following up and following through with attention to details
- Demonstrate proficiency in Microsoft Office, with specific proficiency utilizing Excel and PowerPoint
- Ability to effectively and timely solve problems in a calm professional manner with assistance from the Fleet Supervisor
- Ability to think outside the box and provide flexible solutions for Consulting Services Teams, internal GMR Teams, and clients
- Possess personal and professional skills that promote a supportive “team” environment
- Confidence, strong work ethic, and ability to multitask
- Outgoing, approachable, excellent phone and business etiquette, responsible.
EDUCATIONAL AND EXPERIENCE REQUIREMENTS //
- Associate Degree in accounting, business or equivalent or a minimum of 2 years of experience in a related position or field.
- Knowledge of accounting procedures.
- Experience using Deltek Costpoint, OnBase, and WEX (formerly Wright Express) a plus.
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