Fleet Facilities Coordinator

Fleet Facilities Coordinator

Our client is a comparatively small city on the western edge of Orange County and close to both Windermere and Ocoee. The area has a vibrant business community, and the local chamber of commerce has over 1000 members. Downtown is very historic with a number of old buildings and establishments on the national register of historic places. A variety of parks, museums, gardens, theatres, and special events provide an atmosphere that attracts both commerce and tourism to a safe and well run environment. The city has a diverse population of around 40,000.

The city has an immediate need for a Fleet and Facilities Coordinator on a direct hire basis with great benefits.

WORK OBJECTIVE

The Fleet and Facilities Department Coordinator for the City ensures the efficient operation of daily administrative functions. This position requires exceptional organizational skills and attention to detail, as the coordinator is responsible for a wide range of logistical and clerical tasks that support the effective management of departmental resources and daily activities, coordinating vehicle registrations, including tracking renewals and maintaining accurate records, timely processing, and procurement of necessary supplies. Employee interfaces with user departments when necessary to coordinate work orders and work to be performed. The position reports to the Fleet and Facilities Division Manager.

ESSENTIAL FUNCTIONS

Performs administrative duties for the Fleet and Facilities Divisions including correspondence, report writing, and records management (both paper files and computer-based files). Answers, responds to, and directs all customer calls and inquiries, including relaying messages and instructions as needed to field personnel. Receives and opens work requests, forwarding to appropriate staff. Arranges and maintains work schedules for jobs. Acts as a point of contact with internal customers requesting service or information and external vendors and contractors. Updates work orders as needed, including adding documentation including parts, invoices and work performed. Initiate and manage internal and external work orders for both scheduled and unscheduled repairs. Places order for parts and materials, receives parts and backorder parts, and manages parts and inventory. Tracks warranty parts for return or scrapping. Maintains and updates bin labels as required or appropriate. Codes and manages invoices for payment, forwarding invoices to the Division Manager for approval. Creates and maintains accurate files and records. Manages and provides periodic reports of the city's fuel management system. Maintains various fleet and facilities-related permits and inspection documents. Maintains office equipment, and coordinates office equipment repair and maintenance as needed. Opens and screens incoming mail; assists in answering correspondence; and verifies, codes and classifies incoming reports and documents. Updates forms and other information for the Division's web page. Assist with inventory control and management to optimize resource availability and minimize downtime. Assists with the movement of vehicles as needed. Performs other duties as assigned.

MINIMUM QUALIFICATIONS

High School Diploma or GED equivalent. Associate degree preferred. A minimum of 4 years of similar experience or the equivalent combination of education and experience. Advanced level skills in Microsoft software applications (Excel, Word, PowerPoint, and Outlook) and database applications, with the ability to operate all types of office equipment. Ability to type 50 wpm accurately. Ability to successfully pass clerical skills and writing assessment test as required. Current Florida Driver's License with a good driving record. Highly desirable and preferred skills and experience include: Knowledgeable of and experience with facilities maintenance and/or fleet management. Experience in automotive and truck service and repair operations. Experience in automotive and truck parts ordering and inventory. Ability to obtain a Class B CDL is desirable in supporting occasional Division needs in moving City trucks and vehicles. Bilingual (Spanish/English).

KNOWLEDGE, SKILLS AND ABILITIES

Ability to work as a team player, building and maintaining positive and productive working relationships with internal and external customers while promoting a positive image of the city. Ability to effectively communicate, both verbally and in writing, with diverse groups and all organizational levels, including the general public, coworkers, other City departments and City Administration. Ability to adapt personal style and approach in responding to issues and defusing difficult situations, while maintaining a professional demeanor at all times. Excellent customer service skills with the ability to communicate effectively and courteously. Values and respects diversity and differences. Ability to work on multiple assignments in several areas and disciplines. Ability to perform basic and business math, make computations and tabulations accurately and with reasonable speed. Ability to access, input and retrieve information from a computer, including accessing network drives and using the Internet in order to effectively complete job tasks. Ability to communicate using speaking, hearing and visual skills. Considerable knowledge of business English, spelling, and grammar including the ability to proofread and edit documents for grammar, spelling, punctuation, and formatting. Considerable knowledge of modern office practices and procedures. Ability to quickly and effectively comprehend written and oral instructions. Ability to effectively analyze information, problem-solve, and exercise good judgment. Ability to maintain moderately complex records and prepare standard reports. Ability to learn and use new software applicable to position with minimal supervision.