Fleet Administrator

Fleet Administrator

Raymond West is looking for a dynamic Fleet Administrator to join our team! The Raymond West Fleet & Procurement group manages a 900+ Vehicle Fleet as well as ongoing procurement of goods and services for all Raymond West companies. We are seeking a Fleet Administrator to support and assist the Fleet & Procurement manager with all vehicle fleet needs.

Raymond West is committed to providing our customers with end-to-end warehouse solutions. We bring you our industry-leading expertise in lift trucks, racking, conveyor, dock and door, rentals, parts, and service. Our customers trust us to provide the right supply chain solutions and services to keep their business up and running.

Duties and Responsibilities:

Primary duties and responsibilities will vary with the specific position. Typical responsibilities are listed below. This list is not inclusive.

• Maintain Vehicle Fleet records and files including, but not limited to:
• Vehicle Assignments
• Maintenance Records
• Title/License/Registration/DOT Filings
• Purchase/Lease Documentation.
• Fuel Cards and Fuel PIN assignments
• GPS Assignments
• Insurance Claims
• Fleet Vendors & Contracts
• Monitor and approve incoming repair orders from third party service vendors for our fleet of vehicles, ensuring all service programs are followed and unrequired upsells are denied.
• Coordinates completion of required vehicle inspections, emissions testing, and weight certifications with the assigned driver.
• Prepares and submits title/registration documents to federal/state vehicle regulatory agencies (DMV, DOT, IFTA, FMCSA, etc.), including state transfers, sales, purchases, proof of insurance, annual registration renewals, tax filings, etc.
• Compiles and maintain a complete list of all outstanding title work. Reports to management on the status of any missing or problem titles/registrations.
• Reports all vehicle sales and purchases to accounting.
• Maintain records of all vehicle manufacturer warranties and vehicle service vendor warranties.
• Maintain all vehicle and property insurance claims from submission to close.
• Utilize the vehicle GPS cameras or site security cameras to pull accident footage for submission to the insurance company and/or legal team as needed.
• Coordinate with assigned drivers, management, and repair vendors for timely completion of vehicle/property damage claims.
• Maintain Fleet Shop inventory by checking stock to determine inventory level, anticipates needed supplies, places, and expedites purchase requisitions for parts/supplies.
• Create and maintain comprehensive and accurate documentation of all completed and pending projects.
• Compile information and reports for department managers & executives as needed.
• Field phone calls and emails from employees and vendors in relation to Fleet activities.
• Coordinate and work with third party vendors and client resources for accurate and timely execution of projects.
• Assist the Fleet & Procurement Manager in ensuring all projects are delivered on-time, within scope, and within budget.
• Provide support and act as the liaison between Fleet Vendors and company employees.
• Assist drivers with scheduling service appointments with our internal Fleet Shop.
• Provide accurate and timely information to management, drivers, and vendors via email, phone, or text.
• Route incoming mail to designated employees in the Fleet Department.
• Manage the movement of fleet documents and materials between company branches.
• Perform other administrative/clerical duties as assigned by leadership.
• Reports and escalate issues to management/executive team as needed.
• Maintain strict confidentiality regarding business-related items and conversations.

Required Skills/Abilities:

• Excellent written and verbal communication skills
• Excellent Organizational Time Management skills
• Prior experience with Fleetio, Samsara, WEX, or AtoB platforms is preferred.
• Proficient in MS Office 365 Suite (Word, Outlook, Excel, PowerPoint, SharePoint, etc.) and related business software.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to speak effectively before groups of customers or employees of the organization.
• Must be able to maintain effective working relationships with employees, Co-workers, and Managers in other departments.
• Must be willing to work off-hours as specific needs dictate and willing to assume more responsibility as required.
• Ability to type, sixty words per minute is preferred.
• Detail-oriented with the ability to multi-task.
• Communicate effectively with all levels of employees, customers, and manufacturers, in person, on the telephone and in writing.
• Present a mature, professional appearance and behavior in all situations.
• Maintain an organized and tidy work area.
• Willing and able to learn quickly and perform accurately and neatly with a degree of flexibility.
• Motivated to continuous self-development and training.
• Comply with the employee handbook and other company policies.
• Perform other specific duties and projects as assigned by management.

Education/Experience:

Minimum Education and Experience: Determined by position.

• High school diploma or GED
• Two years related experience and/or training; or equivalent combination of education and experience.
• Prior automotive and/or mechanical experience/familiarity is required.

Physical Requirements:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Position is Sedentary and desk bound.
• Prolonged periods of sitting at a desk and working on a computer
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• Occasionally required to climb or balance and stoop, kneel, crouch, or crawl
• Occasionally required to lift and/or move up to 25 pounds.

Pay Range:

• The hourly range for this position is $25.00 - $35.00. The specific pay offered to a candidate may be influenced by a variety of factors including but not limited to the candidate's relevant experience, education, and work location.

Qualified candidates must be able to pass a pre-employment physical and drug screen.

Raymond West provides medical, dental, vision, 401k with company match, flexible spending accounts, disability insurance, life insurance, personal time off, holiday pay and a great team to work with!