Fleet Operations Coordinator

JOB SUMMARY: The Fleet Operations Coordinator I supports all functions and processes for Western States' Fleet Operations. Responsibilities include assisting in the purchasing, licensing, maintenance, and disposing of all mobile assets while administering the day-to-day operations and maintenance coordination of fleet assets.

SUCCESS AT WESTERN STATES: Western State's culture is based on passion for our Vision, Mission, and VALUES. We are fiercely committed to SAFETY and sending every employee, safely home, every day. We strive for EXCELLENCE in all we do and are proud to be a "play to win" organization. We act with INTEGRITY in each and every decision we make. Our People and TEAMWORK drive a fun and engaging culture. We are ACCOUNTABLE as individuals and as an organization. We drive INNOVATION by challenging the status quo and embracing change.

ESSENTIAL FUNCTIONS:

Safety

• Actively cares, promotes, manages, and advocates safety at Western States. As a leader and team member in the organization, it is critical to ensure all employees, vendors, and clients have a safe work environment while adhering to all applicable safety policies, procedures and standards.
• Maintains clean/clutter free personal work areas to ensure safe environments for all WSECO employees.
• Adhering to required personal protective equipment (PPE) as identified in safety policy.

Purchase, Licensing and Preventative Maintenance

• Assists in the purchase, licensing, title work, branding, and upfitting of mobile assets.
• Sets up vehicle specifications per job and location and maintains mobile asset preventative maintenance with preferred vendors while assisting in all transactions for vendor accounts.
• Assists in the vehicle preventative maintenance which includes tracking maintenance schedules, sending maintenance reminders, scheduling maintenance, issuing purchase orders to vendors, and accounting all vehicle maintenance invoices.
• Manages any changes in vehicle status or location, updates applicable departments and software.
• Tracks titles, licenses, and permits, as needed, all applicable mobile assets.
• Works with Fleet team in performing the annual title audit to ensure that customers have received necessary MSO/titles.
• Supplies insurance cards for all vehicles and drivers.
• Disposes of all mobile assets and facilitates any maintenance or repair before sale.
• Processes all title work for mobile assets sold or purchased by Western States.
• Renews Western States Vehicle dealer license in each jurisdiction in which it applies.

Planning, Reporting and Registration

• Supports fuel card administration: Cancellation, additions, subtractions. Issue Fuel card pin numbers.
• Collects mileage annually for PIK, provides PIK calculations to payroll for annual tax calculation.
• Assists in reporting requirements: International Fuel Tax Administration, Unified Carrier Registration, MCS-150, Hazmat Licensing, RUAF, Idaho Quarterly Weight Mile Tax, Oregon Weight Mile Tax, Etc.
• Renews and issues IFTA decals and registration to qualifying vehicles/drivers.
• Renews and tracks vehicle registrations in multiple fleets and jurisdictions - IRP, Full-Fee, Montana Permanent, Idaho Trailer Plates.
• Supplies all necessary licensing, and registration cards and stickers to appropriate cost centers and drivers.
• Serves as primary contact for all mobile asset insurance reports and claims with the insurance company and facilitates estimates and repairs.
• Serves as power user of fleet related software systems such as Fleetio, Samsara, WEX, AX, Maverick, and any other software systems that may apply.
• Maintains all DOT requirements, monitors FMCSA Safer score and reports monthly.
• Records mileage, maintains and manages all DOT required vehicle maintenance records and schedules maintenance for all DOT regulated vehicles owned by Western States. Tracks and records all DOT annual inspections and alerts supervisors of DOT Annual inspection deadlines. Orders and distributes DOT annual vehicle inspection forms as requested.
• Assists with WSECO tire purchases, coordinates with tire vendor to ensure the necessary tires are in stock, and schedules service times for drivers.
• Issues PO for all company tire purchases.
• Coordinates mobile asset decals with Marketing Department.
• Reconciles bi-weekly vehicle P-card receipts and codes receipts to appropriate costing center and tracks purchases in mobile asset system.
• Performs other duties as assigned.

KNOWLEDGE SKILLS AND ABILITIES:

• Knowledge of Microsoft computer products and other comparable systems.
• Knowledge of title and permitting procedures.
• Ability to be a self-starter.
• Strong organizational skills.
• Exceptional written and verbal communication skills.
• Ability to travel overnight, if required.
• Ability to develop and maintain effective working relationships with others.
• Consistent

EDUCATION AND EXPERIENCE:

• Proof of high school diploma or General Education Degree (GED).
• Minimum of two years in comparable duties required, fleet administration experience preferred.
• Must be able to communicate (speak, read, comprehend, write in English).
• Valid drivers license with acceptable driving record with ability to obtain DOT Med Card required.

PHYSICAL CHARACTERISTICS:

• Must be able to sit for long periods of time along with walking, standing, climbing stairs, reaching pushing, pulling, leaning and twisting.
• Must be able to meet all safety requirements for applicable safety policies.

This role is designated as safety-sensitive.