Facilities, Fleet, and Administration Coordinator

Help protect one of Florida’s most vital resources — water — with a career at the Suwannee River Water Management District (District).

The Facilities, Fleet and Administration Coordinator coordinates and is responsible for the maintenance and repair of District facilities, fleet services and fixed assets. This position also assists in the District’s risk management operations and assists with some administrative functions for the Office of Finance.

• Oversee and coordinate facilities repairs, maintenance, and updates.
• Coordinate building and grounds maintenance contracts and construction projects and ensure District facilities are adequately maintained.
• Review maintenance records with supervisor on a regular basis.
• Monitor and report safety issues, including ADA compliance.
• Serve as contract manager for most facilities and fleet contracts.
• Considered mission critical and serves as part of the Incident Command

• Assist with emergency management preparation, Continuity of Operations Plan (COOP) activities, reporting, and FEMA claims submission.
• Administer fleet contracts and ensure regular maintenance and repairs are completed timely and economically.
• Maintain up-to-date data in fleet management software.
• Maintain fleet reservations systems and perform service and maintenance scheduling.
• Develop and maintain a facility and fleet maintenance/replacement schedule.
• Prepare specifications for competitive solicitation of vendors/contractors, to include ITBs, RFPs and RFQs for areas of responsibility; assist with procurement coordination including vendor communications, solicitation support, documentation tracking, and contract processing in coordination with management.
• Provide administrative support for procurement and contract activities related to facilities, fleet, and assets.
• Coordinate solicitation logistics including addenda, submittals, and document organization.
• Support evaluation processes by organizing materials and maintaining records.
• Monitor vendor performance and report issues to supervisor.
• Purchase supplies and commodities for the District through purchase requisition process.
• Ensure procurement and purchase order procedures are followed.
• Prepare purchase orders in accounting system; supply purchase order copies to vendors and staff.
• Monitor, amend, and request closure of purchase orders as necessary; monitor back orders.
• Oversee and coordinate components of the District safety program, including risk management, and quarterly safety meetings.
• Manage District property and fleet insurance.

• Review and submit all property insurance and safety reimbursement claims. Notify supervisors of all incidents.

• Maintain and update inventory of fixed assets, including responsible parties and locations.
• Facilitate annual physical inventory and reconciliation of fixed assets.
• Develop list of properties for surplus for presentation to the Board and Executive Director in accordance with District policies and procedure.
• Prepare certifications of surplus property and develop and implement a plan for the disposal of surplus property in accordance with Florida law.
• Recommend, provide, and/or facilitate the delivery of periodic training for staff on subjects within the assigned areas of responsibility.

• Perform Accounts Payable processing by ensuring the accurate entry and coding of accounting related transactions and the timely submission of invoices and payments.
• Review, code, obtain required approvals; enter invoices and upload images into the accounting software.
• Reconcile invoices and identify billing and invoice issues. Research and resolve issues of non-compliance and communicate findings and resolution to Finance Office.
• Perform administration, processing, and reconciliation of the District’s purchase cards program.
• Maintains petty cash box.

• Perform other duties as assigned.

• Associate degree and three (3) years of related experience or five (5) years of directly related experience.
• Preferred experience:
  • One (1) year or more of fleet management experience, working with pool and assigned vehicles, reservations systems and service and maintenance scheduling.
  • On…