Location: Midhurst
POSITION SUMMARY
The Fleet Asset Co-ordinator is responsible for providing all corporate departments with high quality operational, technical guidance and vehicular support while ensuring the maintenance of vehicles and heavy equipment is completed as required. Coordination of fleet asset inventory activities and vehicle/ heavy equipment maintenance processes while utilizing best practices to obtain the absolute highest value and quality products in accordance with the policies of the County and applicable legislation.
Acting through a collaborative process involving directors, managers, supervisors, foreman, mechanics, vendors and provincial/federal agencies, the incumbent is responsible for developing, implementing and maintaining the systems required to manage all areas of the County’s corporate vehicle fleet operations, including acquisition, inventory and disposal. This position may be required to take business calls and provide service periodically outside normal business hours as per the Collective Agreement.
DUTIES AND RESPONSIBILITIES (not listed in order of priority)
1. Complete and maintain vehicle preventative maintenance plans for corporate fleet and related equipment assets as assigned, including but not limited to: light, medium and heavy-duty vehicles, heavy equipment, trailers, mobile generators, create measuring points, create measuring documents, preventative maintenance tasks list, as per the County Preventative Maintenance Plan in the approved system.
2. Produce vehicle expense and mileage reports for clients across the corporation as required and provide analysis of data indicating anomalies and problem areas for management follow-up.
3. Troubleshoot and make recommendations towards the development of the fleet management system to achieve efficiencies and enhance fleet operations.
4. Act as first point of contact for vehicle and related equipment asset inquiries including from client departments, vendors, or fleet mechanic team; liaise with vendors and fleet mechanic team to provide resolution, follow up on open issues, repair status and provide closure.
5. Assist with vehicle or related equipment accident or incident ( near miss) investigations while maintaining confidentiality as appropriate.
7. Provide assistance and user support to staff with regards to the fleet management system including troubleshooting, system maintenance and work plan development.
8. Act as a liaison between departmental staff and external and internal contacts on operational issues, repairs or maintenance including resolution of invoice discrepancies, co-ordination of new vehicle process, upfitting, insurance coverage changes and set-up vehicle preventative maintenance plans.
9. Process vehicle and related equipment asset disposals within the inventory system, as well as fuel and fleet management systems, ensuring proper approvals, closure of files and maintenance of records.
10. Create purchase orders and procurement documents, monitor open transactions through to completion, and communicate with suppliers, customers and management on the status and delivery of goods and services and receive and update information using approved systems.
11. Co-ordinate annual vehicle license plate renewals, replacements and annual emission testing with all County vehicles.
12. Maintain Fuel Management System, including the issuance of fuel cards, troubleshoot system failures, data entry, run consumption reports, reconciliation of tank dips to fuel issues, add and remove vehicles, daily polling of the system and the completion of fuel savings reports.
13. With management oversight, coordinate the process of fleet asset disposition as outlined in the Procurement Policy, , co-ordinate vendors (auctions) collect funds, issue receipts, recommend improved fleet asset disposition processes.
14. Monitor, utilize and maintain the GPS/AVL vehicle tracking systems/telematics and identify and coordinate repairs, advising effected departmental staff as required, oversee upgrades.
15. Monitor customer service request system for new incidents, schedule, redeploy, move and coordinate the preventative maintenance and unplanned repairs of all vehicles and related equipment, resolving in a timely manner.
16. Provide guidance and training to students or administrative staff with regards to fleet asset assignments as required.
17. Planning the maintenance and responding to breakdowns of emergency vehicles in accordance with the MOH and County policies and procedures…
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