Business Operations Coordinator - Fleet Services

Under general direction of the Fleet Services Manager, the Business Operations Coordinator provides high-level administrative and business support for the City’s centralized Fleet Services operation. Fleet Services operates as an internal service department, and this position plays a key role in providing responsive, professional, and customer-focused service to City departments and employees. The Business Operations Coordinator assists with the implementation and ongoing administration of the City’s centralized fleet program, including coordinating preventive maintenance and repair scheduling, working with Department Fleet Liaisons and outside vendors, maintaining fleet records, and supporting purchasing and financial activities for the City Garage. The position works closely with the Fleet Services Manager, Fleet Services technicians, City departments, and other internal service departments to help ensure vehicles and equipment are properly maintained and Fleet Services are delivered in a consistent, organized, and efficient manner. The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class. Provide high-level administrative and business support to the Fleet Services Manager and assist with the day-to-day coordination of Fleet Services activities. Promote a customer-focused approach to Fleet Services by providing responsive and professional service to City departments and employees; serve as a key point of contact for fleet-related needs, communicate clearly and proactively, follow up on requests and service issues, scheduling information and vehicle status, and help ensure departments are kept informed throughout the service process. Support and coordinate the implementation and ongoing administration of the City’s centralized Fleet Services program and Fleet Management Policy; work with the Fleet Services Manager, Department Fleet Liaisons, and City departments to communicate requirements, establish consistent processes, coordinate implementation activities, address administrative issues, and promote departmental compliance with fleet policies and procedures. Coordinate preventive maintenance, repairs, inspections, breakdown-related service, and other maintenance needs for City vehicles and equipment; monitor upcoming and overdue preventive maintenance and work with Department Fleet Liaisons to ensure vehicles and equipment are brought to the Garage when required. Coordinate outside vendor services as directed by the Fleet Services Manager or technicians, including scheduling specialized repairs, warranty work, inspections and other services; arranging vehicle availability; communicating service needs; obtaining status updates; coordinating the return of vehicles and equipment; and processing related vendor documentation, purchase orders, invoices, payments, and expense tracking. Coordinate the day-to-day purchasing needs of Fleet Services, including vehicle parts, tires, tools, shop supplies, equipment, products, outside repair services, and other goods and services; obtain pricing and quotes, place and track orders, and coordinate with vendors to ensure needed items are available to support Garage operations. Prepare and process requisitions, purchase orders, invoices, purchasing card transactions, quotes, and other purchasing and financial documentation in accordance with City policies and procedures. Assist with preparation and monitoring of the Fleet Services budget; track expenditures and available balances; process expenses; and prepare financial information and reports for the Fleet Services Manager. Assist with the annual purchase and replacement of City vehicles and equipment, including purchasing documentation, vendor coordination, order tracking, delivery, payment processing, and recordkeeping. Coordinate administrative requirements for City vehicles and equipment, including vehicle titles, registrations, license plates, renewals, and related documentation; work with City departments and appropriate agencies to maintain current and accurate records. Maintain accurate vehicle and equipment information within the City’s fleet management system, including asset information, work orders, maintenance history, mileage, preventive maintenance schedules, costs, and related records. Review fleet and work order records for accuracy and completeness and coordinate with Fleet Services staff and City departments to obtain or correct information as needed. Coordinate receiving and inventory of vehicle parts, tires, shop supplies, products, and other Garage materials; maintain inventory records, monitor stock levels, and assist with reordering as needed. Track vehicle and equipment maintenance expenses, parts costs, outside repairs, purchases, and other Fleet Services expenditures. Prepare and distribute reports for the Fleet Services Manager, Department Fleet Liaisons, and City departments related to preventive maintenance, overdue service, work orders, vehicle status and downtime, repair costs, purchasing, inventory, expenditures, and other fleet information as needed. Maintain Fleet Services purchasing records, contracts, vehicle and equipment records, policies, procedures, and other departmental documentation. Coordinate with Finance, Purchasing, Human Resources, Information Technology, and other City departments to address Fleet Services administrative and operational needs and help ensure timely resolution of issues requiring interdepartmental coordination. Prepare correspondence, spreadsheets, reports, presentations, and other administrative materials for the Fleet Services Manager. Assist with special projects, research, process improvements, and other administrative assignments as requested by the Fleet Services Manager. Perform related duties as assigned.

EMPLOYMENT STANDARDS:

Knowledge of: Principles and practices of effective internal customer service and interdepartmental coordination. Budgeting, purchasing, basic accounting, and financial recordkeeping practices. Purchasing and procurement policies and procedures. Inventory control, asset tracking, and records management practices. General fleet maintenance terminology and preventive maintenance practices. Modern office procedures and software, including Microsoft Office Suite and financial, purchasing, and records management systems. Ability to: Provide responsive, professional, and customer-focused service to City departments and employees. Build and maintain effective working relationships with Department Fleet Liaisons, City departments, Fleet Services staff, vendors, and service providers. Coordinate preventive maintenance, repair scheduling, vendor services, purchasing activities, and other administrative functions in support of Fleet Services. Communicate proactively with departments regarding service needs, schedules, vehicle status, delays, and other fleet-related information. Coordinate professionally across departments to resolve issues, obtain information, and keep work moving efficiently. Maintain accurate fleet, financial, purchasing, inventory, and other departmental records. Prepare and process purchasing and financial documentation accurately and in accordance with City policies and procedures. Learn and effectively use fleet management, financial, purchasing, and other City information systems. Organize and prioritize multiple assignments, schedules, and deadlines in a fast-paced operational environment. Communicate clearly and professionally, both orally and in writing. Exercise sound judgment, initiative, tact, and professionalism. Interpret and apply City policies, procedures, and administrative requirements. Work independently with limited supervision while maintaining a collaborative team environment. Education, Training and Experience: High School Diploma or GED Two (2) years of increasingly responsible administrative, purchasing, financial, business operations, or related experience required. Experience in fleet operations or municipal government preferred. Licenses and Certificates: Valid Texas Driver's License. Special Requirements: Position requires regular in-person attendance, which may include evenings and weekends as needed.

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Physical Demands While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to handle, feel or operate office equipment; reach with hands and arms; and perform repetitive movements of hands or wrists. The employee is periodically required to move throughout the City Garage, shop, parts and inventory areas, and vehicle and equipment storage areas. Mental Demands While performing the duties of this class, the employee uses written and oral communication skills; reads and interprets financial, purchasing, fleet, and other operational information and documents; performs mathematical calculations; maintains detailed and accurate records; organizes and prioritizes multiple concurrent tasks and schedules; responds to changing operational needs; exercises sound judgment; and regularly interacts and coordinates with City employees, departments, vendors, and service providers. The position requires frequent communication and follow-up to coordinate vehicle maintenance and repairs, purchasing activities, vendor services, and other Fleet Services needs while providing responsive and professional customer service. Work Environment: The employee works primarily in an office environment located within or adjacent to the City Garage. The employee periodically works in or moves through vehicle and equipment maintenance, parts, inventory, and storage areas where noise levels may range from moderate to high and where the employee may be exposed to vehicle exhaust, moving vehicles and equipment, oils, lubricants, and other conditions associated with a fleet maintenance facility. The employee may occasionally work outdoors and be exposed to varying weather conditions. #J-18808-Ljbffr City of Waxahachie