Fleet Operations Administrator

Job Description

Job Description

Fleet Operations Administrator (Full-time):

Position Summary

This role ensures central oversight of the organization’s fleet of 24 vehicles and develops and maintains standards and best practices to ensure that safety is the number one priority for approximately 40 full-time or routine drivers. Liaises with all departments that need to operate a vehicle to conduct business. Ensures all vehicles are road worthy and compliant with local, state, and federal regulations. This role also works in close collaboration with the Wholesale Outbound Logistics manager to ensure DOT and other compliance standards are met

Requirements

Vehicle Management and Maintenance Oversight 

• Coordinate with other relevant staff, including the Office Operations Coordinator, to ensure that the fleet of 24 owned and leased cars, vans, and trucks is efficiently managed and meets proper operational standards.
• Liaise with insurance brokers and GrowNYC Safety & Risk Management to manage claims, review standards for fleet management and make any necessary recommendations. 
• Establish and uphold fleet management processes for departments that manage vehicles
• Ensure appropriate vehicle use, insurance requirements, and maintenance schedules
• Review daily pre-trip inspections and respond to issues as needed. 
• Maintain vehicle tracking system(s) for assets, keys, driver information, repairs/maintenance, etc.
• Assist with vehicle sales and procurement, including identifying inventory, test-driving vehicles, reviewing quotes, vehicle history reports, and picking up vehicles at purchase
• Special projects such as identifying off-street parking and transitioning to green fleet 
• Establish guidance to determine a vehicle’s useful life and inform fleet upgrades
• Guide staff in need of roadside assistance 
• Advise on vehicle repairs, assist with identifying mechanics 
• Occasional field work to check on vehicles and bring them in for service
• Other aspects of fleet operations such as managing tolls, tickets, and fuel cards, with the assistance of the Office Operations Coordinator 
• Explore outsourcing of select aspects of vehicle management and act as liaison for any established relationships

Safety Protocols and Driver Training 

• Develop and communicate standards for hiring and training drivers 
• Review driver background as needed and evaluate new and existing staff to identify high-risk drivers; voice concerns regarding the capabilities of drivers when necessary
• Conduct driver trainings, ongoing safety education, and skill-building/coaching as needed 
• Monitor vehicle violations and ensure drivers’ course correction
• Annually review and refine the Driver Handbook and work collaboratively with HR, third party counsel, risk consultants and others to improve standardized practices 
• Maintain Driver and Fleet Management Portal with key information and resources for employees and managers 
• Establish and enforce adherence to protocols for safe and appropriate vehicle use
• Use industry benchmarks to continuously evaluate and improve overall driver performance
• Conduct incident and accident assessments; track contributing factors, outcomes, corrective measures
• Lead and teach the concept of preventability, not ‘at fault’. 
• Periodically meet with drivers to review aspects of fleet safety, act as a resource, build culture of safety 
• Work collaboratively with Safety and Risk Management to send communications on adverse driving and parking conditions (e.g., ice, flooding, major road closures)
• Stay up to date with vehicle regulations and local directives and work with leadership to ensure compliance
• Other duties as needed to ensure an operable fleet for GrowNYC programs, maintain driver safety, and reduce incidents and claims

Required Qualifications

• Familiarity with and driving knowledge of NYC streets 
• Familiarity with vehicle regulations, DOT directives
• Knowledge of vehicle maintenance/repairs, experience finding reputable service providers
• Valid NY, NJ, CT, or PA driver license with no more than 3 points
• 2+ years of relevant and hands-on experience 
• Exposure to training and mentoring others 
• Experience with record keeping 
• Computer literate

Additional Qualifications 

• Experience or exposure to fleet management, logistics, or operations is highly desired
• Passion for safety, sustainability, training & educating others
• Familiarity with Commentary Driver Assessments a plus
• Excellent organizational, interpersonal, written, and verbal communication skills
• Analytical, strategic, solution-oriented approach to problem solving 
• Strong initiative and time management skills, with the ability to work independently 
• Ability to prioritize and sort out competing urgent matters and build rapport with all employees
• Experience building culture of success through incentives
• Truck driving experience (exposure and/or CDL) is ideal 
• Willingness to learn new skills and subject areas; growth mindset

Physical Requirements

Ability to drive/conduct driver trainings

Schedule

Monday through Friday, 35-40 hours per week; occasional off-hours technical support for drivers

Compensation

This position is a non-exempt full-time salaried position, and it pays $65,000 - $70,000 per year and includes full benefits (medical, dental, vision, life insurance, long-term disability, incentive savings plan, paid time off, Public Service Loan Forgiveness, and potential for parental leave for full-time regular employees who have been employed with GrowNYC for 175 days and FSA programs). This position is not union eligible. This position is a non-union-eligible/not part of the bargaining unit. 

Location

Field Work Required: Some combination of field and office work. Remote work is available with a minimum of 3 days office presence requirement, including Wednesdays at lower Manhattan HQ and Thursdays at Wholesale Warehouse in Hunts Point as able. Wednesdays are mandatory office days unless required to attend to matters in the field. 

Applications

Qualified candidates for the Fleet Operations Administrator position should submit a cover letter, resume, and three references. 

Interviews will take place on a rolling basis. Due to the volume of employment applications received, GrowNYC is unable to respond to each application individually. Applicants will be contacted directly if selected as a candidate. No phone calls or recruiters or recruiting agencies, please. 

Contact

GrowNYC 

P.O. Box 2327

New York, NY 10272

**Upon tender of offer, GrowNYC expects that the candidate will be available to start the role within a maximum of 21 days.**

GrowNYC is an Affirmative Action Equal Opportunity Employer and hires without regard to race, gender, religion, age, sexual orientation or physical disability.