Assets Coordinator

Job Description

Job Description

The Assets Coordinator supports the daily administration of Ride Connection’s fleet operations under the direction of the Fleet & Asset Manager. Responsibilities include generating and tracking work orders, processing invoices, maintaining vehicle and maintenance records, coordinating service and inspections, and supporting purchasing, reporting, and compliance activities. The position works with staff, service partners, and vendors to coordinate work and maintain accurate documentation. Discretion and confidentiality are required when handling and releasing information.

What We Do, and Why It Matters: 

Ride Connection is a private, nonprofit organization based in Portland, Oregon, committed to meeting community transportation needs one person at a time. Our mission is to move lives by providing safe, personalized transportation for people who need it, helping individuals access healthcare, essential services, and opportunities to thrive. By giving people the means to get around, we promote independence, inclusion, and improved quality of life throughout the communities we serve. 

How You’ll Make a Difference - (Essential functions): 

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.  

Fleet Information, Systems, and Reporting

• Maintain accurate fleet inventory, vehicle, maintenance, warranty, purchasing, and repair records in asset-management and related systems.
• Generate and track work orders, process invoices, and maintain supporting documentation.
• Review fleet telematics data to maintain accurate records and identify items requiring follow-up.
• Maintain the vehicle out-of-service tracker, including maintenance status, repair updates, and estimated return-to-service dates.
• Maintain vehicle-replacement schedules and support budget forecasting and subcontractor vehicle-budget monitoring.
• Collect and enter fleet data and prepare timely reports that support applicable local, state, federal, and Federal Transit Administration requirements.
• Provide service partners with guidance and support for asset-management systems and recordkeeping processes.

Vehicle Maintenance, Safety, and Inspections

• Coordinate scheduled maintenance and repairs with vendors, service partners, and field offices; monitor work through completion.
• Obtain and review repair estimates and authorize repairs within the position’s approval limit. Coordinate required approval for costs exceeding that limit before authorizing work.
• Review estimates and work orders for warranty-covered components and coordinate follow-up.
• Coordinate required vehicle and lift inspections, maintain records, and track corrective work through completion.
• Coordinate emissions and DEQ testing and maintain related records.

Vehicle Acquisition, Registration, and Deployment

• Support vehicle purchases and new-vehicle inspections, and enter maintenance schedules and warranty information into fleet systems.
• Process vehicle titles and registrations and maintain supporting documentation.
• Coordinate the placement and relocation of backup, shared, and retired vehicles.
• Provide vehicle-familiarization support and conduct road tests when needed.
• Support the preparation and review of Requests for Quotes, Blanket Purchase Agreements, and Requests for Proposals.

Incident Response, Insurance, and Compliance

• Coordinate the intake, documentation, and follow-up of fleet-related collisions, incidents, and complaints.
• Participate in collaborative reviews of collisions involving Ride Connection assets.
• Support insurance processes and compliance with applicable local, state, and federal requirements.
• Support service-partner and subcontractor compliance, subcontract administration, and partner site visits.
• Conduct fleet-related legal and records research and prepare informational reports.

Planning, Funding, and Collaborative Support

• Support the development of funding proposals and fundraising applications related to fleet needs.
• Collaborate with colleagues, service partners, vendors, and other stakeholders to coordinate work and resolve fleet-related needs.
• Handle sensitive or confidential information with appropriate care and discretion.
• Perform other related duties that support the position’s purpose and operational needs.

What You Bring - (Competencies): 

Required:

• Three years of experience, college coursework, or an equivalent combination of education and relevant experience. 
• Demonstrated computer skills, and proficient with the Microsoft Office environment and related software. 
• Ability to communicate professionally, effectively, and pleasantly on the phone, and to take and relay complete messages,
• Maintain a driving record that meets or exceeds Ride Connection’s driver standards.
• Strong organizational skills and ability to manage multiple responsibilities within a specified timeline. 
• Excellent interpersonal, oral and written communication skills with the ability to exercise good judgment, courtesy, and tact in public contact and handling problems.
• Ability to work as a team member with a diverse group of people.
• Experience operating a large vehicle.
• Geographical knowledge of the Portland Metro Area.
• Ability to understand and follow written and oral instructions.
• Ability to give clear and concise directions, both orally and in writing. 
• Ability to work independently on assigned tasks and to make decisions with minimal supervision by prioritizing and organizing tasks. 
• Ability to meet prescribed deadlines. 
• Ability to adapt to a rapidly changing environment. 
• Effective problem-solving skills.
• Effective listening skills. 
• Must have access to reliable transportation for employment purposes which may include evenings and weekends.  If using personal vehicle, must maintain proof of auto insurance and comply with State regulations. 
• Ability to pass a National Criminal Record Check.

Preferred:

• Trained in automotive mechanics or previous experience working in repair shops including knowledge of parts and labor.
• Experience with inventory management and control.
• Experience working with older adults and people with disabilities. 
• Experience and passion working for a non-profit organization.