Fleet Administrator

Description

Organization Information 

GrowNYC is a 53-year-old environmental nonprofit organization helping more than 3 million New Yorkers by providing essential services and taking action to make NYC a livable city, one where every person can enjoy a healthier, more sustainable life. GrowNYC Programs include: 

• Our network of Greenmarkets, Farmstands, and the work of GrowNYC Wholesale ensure that all New Yorkers have access to the freshest, healthiest local food. 
• We blanket the five boroughs with resources like food scrap and clothing collections to make waste reduction, recycling, and composting easy for all. 
• We build and support community and school gardens through volunteer days, technical assistance, training, grants and more. 
• We provide 70,000 children each year with programs that provide meaningful interactions with the natural environment. 

Note to applicants on COVID safety:GrowNYC is committed to stopping the spread of Covid-19. All new hires are encouraged to take the COVID vaccine (as defined by the CDC) and we ask to submit proof to our HR department within 30 days of hire. Employees may be required to follow COVID safety protocols as the situation evolves, which may include daily health screenings, mask wearing, and other mitigation measures as deemed necessary by local conditions, mandates, and applicable guidelines.

FLEET ADMINISTRATOR (Full-Time)

Position Summary

This role ensures central oversight of the organization's fleet of 30 vehicles and develops and maintains standards and best practices to ensure that safety is the number one priority for approximately 60 full-time or routine drivers. Liaises with all departments that need to operate a vehicle to conduct business. Takes the lead on GrowNYC's fleet sustainability planning to support an all-electric vehicles fleet conversion.

Requirements

Fleet Administrator Responsibilities (Include but are not limited to):

Vehicle Management and Maintenance Oversight:

• Coordinate with other relevant staff, including the Vehicle Coordinator, to ensure that the fleet of 30 owned and leased cars, vans, and trucks is efficiently managed.
• Liaise with insurance broker and RMSA to manage claims and review standards for fleet management 
• Ensure appropriate vehicle use, insurance requirements, and maintenance schedules
• Maintain vehicle tracking system(s) with vehicle ID, drivers, insurance, parking, repairs/maintenance, etc.
• Assist with vehicle 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
• Along with Vehicle Coordinator, guide staff in need of roadside assistance 
• Advise on vehicle repairs, assist with identifying mechanics 

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 
• Conduct driver trainings, ongoing safety education, and skill-building/coaching as needed 
• Develop 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 
• Along with Onboarding Specialist, maintain driver tracking system(s) with driver type, training status, and other information 
• 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 RMSA 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
• 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 
• Two to three 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, be seated for long periods of time, travel within the 5 boroughs, lift up to 50lbs 

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 $55K-65K per year and includes full benefits. 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 2-days office presence requirement

Applications

Qualified candidates for the Fleet Administrator position should submit a cover letter, resume, and three references to: GrowNYC

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, please. 

Application deadline is February 5th, 2024.

Contact

GrowNYC 

P.O. Box 2327

New York, NY 10272

212-788-7900

For additional information, please see our website: grownyc.org 

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