This position is responsible for the overall coordination and management of the organization’s fleet of motor vehicles. This position will analyze data from the fleet program and make recommendations for improvements to the program. This position will also be responsible to analyze vehicle options annually and make recommendations on additions and deletions of vehicle makes and models to the fleet program, keeping driver safety as a top priority.
Serves as the point of contact for any fleet management issues for both the fleet vendor and fleet users throughout the organization.
Provides exceptional customer service to all fleet users.
Develop and manage relationships and service levels with vendors, dealers, service providers, manufacturers, and fleet management company.
Executes the replacement policy and works with the employee/customer to order a new vehicle through the fleet vendor.
Monitors, manages and audits the fleet operation costs, which includes fuel, maintenance, and lease expenses.
Utilize data to measure cost, utilization, and other financial components to provide decision support to leadership as it relates to the fleet function.
Creates annual budget for all fleet related expenses and manages all budget and expense tracking related to fleet throughout the year.
Participates in local or national trade organizations to continue education and learn about best practices regarding fleet administration.
Monitors the expectations and needs of the organizations fleet users.
Works with leadership to fulfill current needs and plan for future needs of the organization related to the fleet program
Regular, predictable attendance as employee has to physically be in the office.
This list of essential functions is non-exhaustive and may be supplemented as necessary.
Coordinates the ordering and reassignment of Fleet vehicles.
Prepares a purchase order for out of stock fleet vehicles.
Receives and verifies purchase invoices. Dates and codes account and center numbers on invoices for various purchases; including all Company Fleet vehicle maintenance and fuel records.
Responsible for reviewing and validating automotive fleet file information on the vendor website.
Purchasing authority for items equal to or less than $5,000 with either a corporate credit card or purchase order.
Completes various fleet reports for internal use and department leadership.
Completes all paper work for the sale and disposition of company fleet vehicles.
Pays taxes and renews registration for all fleet vehicles.
Approves fleet vehicle orders submitted by corporate drivers.
Provides the list of company vehicle drivers to the Underwriting Department for the annual NOE endorsement mailing.
Manage the KFB loaner pool of vehicles, which includes partnering with Support Services teammates in scheduling utilization, maintenance, repairs, etc.
Work individually with any new or promoted employees receiving a fleet vehicle and orient them to the company vehicle manual and procedures surrounding the fleet program.
Sends out new vehicle driver information.
Serves as Notary Public for departmental needs.
Resolves routine problems that arise in the normal course of business related to fleet vehicles with vendors and/or drivers.
Manage the process to run annual MVR’s for all fleet drivers.
Manage vehicle disposals through dealerships, auctions and employee sales program.
Monitor and report on driver accidents and violations.
Create model year vehicle selections based on the needs of the organization.
Respond to occasional after-hours calls when immediate fleet assistance is needed.
Physical demands: Normal vision/hearing (with or without correction); Lifting up to 30 lbs.; Speaking.
Mental demands: Ability to analyze and resolve problems; Able to comprehend new concepts and procedures quickly.
Environmental factors: Standard office lighting, temperature and noise.
Equipment: Telephone; Computer.
Bachelor’s degree required.
Knowledge of automotive industry or fleet management preferred.
Previous relationship management/customer service experience required.
Valid driver’s license required.
Ability to multi-task and manage multiple priorities
Excellent oral and written communication skills.
Strong attention to detail.
Proficient in Microsoft Office Software.
Even-tempered, service oriented individual.
Good organizational and decision-making abilities.