Fleet Service Representative

2 weeks ago

Southampton, United States Occupational Training Center Full time

The Fleet Service Representative handles tasks such as processing paperwork, operating the electronic vehicle tracking computer systems, updating spreadsheets and managing inventory. The Specialist also interacts with program staff and outside vendors, answers phone calls and locates needed vehicle parts. The Specialist oversees the scheduling, maintenance and parts management of the fleet, to assist with ensuring all vehicles are road-ready at all times. With excellent organizational, computer, planning and time management skills, the Specialist excels in preparing comprehensive reports and dispatching vehicles efficiently. This position is instrumental in also maintaining adequate vehicle supplies to support and maintain effective fleet operations.

**JOB DESCRIPTION**:

- Track vehicle maintenance using the Electronic Vehicle Tracking System
- Maintain accurate vehicle records by regularly updating the vehicle roster with VIN#, vehicle location and other relevant vehicle information.
- Generate utilization reports for all vehicles to track vehicle usage patterns.
- Conduct monthly reviews of fleet maintenance activities, assessing performance and identifying areas for improvement.
- Monitor and assess vehicle readiness, ensuring optimal operation.
- Enter all work orders and date of work completion.
- Oversee and Maintain required Fleet Paperwork
- Copy, file and ensure all insurance cards and registrations are in each vehicle, maintaining a back-up record.
- Conduct spot checks on vehicles to verify the presence of required documents and safety supplies. Replace missing or outdated items as needed.
- Manage the pick-up and return of license plates and maintain an accurate record of plate assignments.
- Track due dates of vehicle inspections and coordinate their completion to ensure compliance with state DMV requirements.
- Track all receipts and expenditures accurately. Establish and maintain a spreadsheet for tracking budgeted expenses for repairs, parts and supplies to ensure cost-effective operations. Report monthly expenditures to the Director.
- Assist in vehicle transport (pick up and drop off) when necessary to ensure prompt resolution and mínimal disruption to daily operations.
- Schedule vendor appointments and coordinate transportation and vehicle back-up coverage for vehicle repairs.
- Receive and schedule recall and warranty work with dealerships.
- Establish and maintain a key control system, including proper key box management and periodic inspections to prevent unauthorized access. Replace lost keys promptly to maintain security and operational efficiency.
- Develop and maintain prescribed load lists, bench stock and authorized stock list to ensure availability of essential supplies.
- Conduct demand analysis of supplies to optimize inventory levels and minimize shortages.
- Conduct spot checks on seat belts and floor tie-downs to ensure compliance with safety regulations and standards.
- Utilize safety glasses and proper safety shoes to mitigate risks during maintenance activities.
- Ensure proper disposal of hazardous waste and materials in accordance with established protocols, prioritizing environmental sustainability and workplace safety.
- Willingly and effectively cooperates with OTC, the Department of Human Services, the Division of Developmental Disabilities (DDD), and other licensing or state agency or local municipalities in any inspections and investigations, upon request

**JOB REQUIREMENTS**:

- High school education or equivalent required. Bachelor’s Degree preferred.
- Knowledge of fleet operations including a basic understanding of fleet management principles, vehicle acquisition and disposal, maintenance and repair and safety regulations.
- Good verbal and written communication skills.
- Excellent computer skills and demonstrated ability for record keeping. Experience in using tracking software and Microsoft Excel. Fleet maintenance tracking experience preferred.
- Possesses analytical and problem-solving skills to analyze data, make informed decisions, troubleshoot issues and propose solutions to address fleet-related issues.
- Strong organizational skills to effectively plan and manage multiple tasks, prioritize work and meet deadlines.
- Able to work with minimum supervision.
- Must have a valid driver’s license with acceptable driving record.

**Necessary Special Requirements**
- Employee should agree to have their name verified against the Central Registry of offenders against individuals with developmental disabilities.
- Employee shall submit to drug testing prior to employment and agree to submit to drug testing upon random selection and for cause.

**Benefits**:

- Dental insurance
- Health insurance
- Paid time off

Shift:

- Day shift

Weekly day range:

- Monday to Friday

Work setting:

- In-person

Work Location: In person

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