Fleet Administrator

ESSENTIAL FUNCTIONS

·    Create database to track fleet vehicles and associated information needed for maintenance, accounting and insurance purposes. 

·    Maintain all detailed and up-to-date fleet related data including but not limited to surplus vehicle inventory, mileage, maintenance, warranties, tires, fuel, depreciation and related costs to provide cost per mile data for analysis.

·    Develop and administer a proactive vehicle maintenance management program to include a centralized system accessible by all locations. 

·        Ensure timely licensing and registration of fleet vehicles. Work with Fleet Assistant on making all new fleet vehicles ready for service, including titling, tags, company markings and transport.

·        Ensure the company vehicle fleet data for Federal DOT, FMCSA, IFTA, IRP, 2290 (Heavy Vehicle Use Tax) and the annual Unified Carrier Registration is properly maintained.

·    Provide analysis and recommendations on new vehicle purchases/swaps based upon cost per mile, age, mileage, history and depreciation schedule. 

·    Develop list of approved vendors and manufacturers. 

·    Negotiate extended warranty coverage for vehicles and components purchased. 

·    Monitor vehicle usage and identify low utilization assets. 

·    Develops vehicle disposal plans to maximize dollar recovery. 

·    Collect and manage information on vehicles to be sold and advertise for prospective buyers. 

·    Conduct all negotiations and sales of fleet vehicles.

·      Responsible for the maintenance of records and submit applicable forms, reports and correspondence to ensure that all applicable health hazards, safety, and transportation recordkeeping requirements are met.

·    Collect and report monthly/quarterly fringe mileage

·    Administer and ensure compliance of the company vehicle allowance programs.

·    Responsible for maintaining the Voyager Fleet Card program

·    Responsible for ensuring all Omnitracs hardware, software and firmware is updated and in proper working condition in fleet vehicles. Create new vehicles in QTRACS and assign to depot/carrier/group in HOS, PM and GG.

QUALIFICATIONS/KNOWLEDGE/SKILL/ABILITY

• High School diploma or equivalent
• Knowledge of the principles and practices of fleet management to include vehicular maintenance and repair, regulatory requirements and reporting, permits and licensing.
• Basic knowledge of accounting and financial principles.
• Experience with Microsoft Office products to design/produce databases and financial/statistical reports. 
• Ability to demonstrate professional verbal and written communication skills. 
• Ability to establish and maintain effective working relationships with customers, vendors, and coworkers with professional and courteous interactions.

PREFERRED

• Bachelor’s degree (or equivalent combination of training and experience) in business administration, finance, accounting, or related field.
• Experience with Qualcomm QTRACS and Hours of Service modules.
• Three years’ experience managing and administrating a fleet program which may include; producing financial reports; purchasing capital assets; monitoring a program budget. 

PHYSICAL/ENVIRONMENTAL REQUIREMENTS

·        Operate basic office equipment such as; computer terminal, copy machines, ten key calculator, telephone, reference material, and contract documents.

·        Office environment requiring professional dress.

·        Use of all necessary personal protective equipment.

·        Sitting for up to 8 hours.

·        Occasional walking over rough and uneven terrain.

·        Occasional bending, kneeling, squatting, and climbing.

·        Occasional lifting up to 50 lbs. with or without assistance.

·        Frequent Use of hands for simple grasping, pushing, pulling, and writing and typing.

·        Frequent reading from a computer screen or printed text.

·        Occasional exposure to all outdoor weather conditions.

·        Occasional travel via ground or air transportation with overnight stays.

·        Operate a company vehicle requiring a valid driver’s license (driving record must meet company insurance standards and is reviewed annually).

·        Overtime and varying schedules may be required.