Maintenance & Fleet Admin

Maintenance and Fleet Administrator

1. Job Purpose/Objective:

The Maintenance and Fleet Administrator performs administrative duties supporting the day-to-day functions of the Maintenance Department and operations of Hawaii Island fleet, including administration of the company’s vehicle maintenance system and other operational functions within the Maintenance department. Assists the Managers, Supervisors, and team members by providing data to support the development of strategies for improving efficiency or reducing costs.

2. Essential Job Functions:

• Communicating with vendors for services required: (i.e. vehicle registration, shipping, decals, etc.)
• Communicating with various divisions statewide
• Track all warranties on all fleets.
• Ensure vehicles coming out of the shop have been successfully completed.
• Obtain information for mileage for registration and insurance purposes.
• Process all work orders and invoices for maintenance.
• Sort and distribute information collected to various departments.
• Organize, update, and maintain all maintenance related paperwork and documentation.
• Ensure accuracy of submitted paperwork, management of the fleet registration and credentials.
• Cross check expended fuel slips and file
• At end of month- calculate, review, audit mileage of all vehicles.
• Reconcile all invoices and work orders.
• Order and stock parts and all inventory items
• Works with the appropriate management staff to plan, assign, and review work activities for Business Services, Facilities Maintenance by utilizing the VMS, providing advice to staff on procedures, problem areas, job specifications, and required documentation.
• Administration of VMS to coordinate timely and appropriate responses to the departmental operating units with requests for both emergency and routine work orders, develop statistics regarding work order performance.
• Ensure accuracy of data within VMS, providing weekly, monthly, and annual reports for work order traffic handled by each departmental unit, advising Facilities and Maintenance departments on associated costs for all requested work orders, and coordinating with the Accounting Specialist billing and recharge activities to ensure accuracy.
• Ensures proper interface between administrative support operations, work orders, and the supply of parts by developing training on the electronic work order system for Facilities and Maintenance, as well as other functional areas when appropriate.
• Helps to reduce the impact of interruptions to utility services and disruption of the typical routine due to maintenance projects by facilitating approvals and notifications to departments.
• Attend all meetings.
• Contributes to the overall success of the Facilities Management department and performs all other duties and responsibilities as assigned.

3. Essential Skills (Minimum qualifications individual must possess when entering position) – i.e. skillsets, education, certifications, etc.

• High school diploma or GED; or one to three months related experience and/or training or equivalent combination of education and experience
• Minimum 18 years of age.
• Must be computer literate (able to utilize and maneuver through windows applications)
• Must have knowledge and experience in word processing, e-mail, spreadsheets, file manipulation.
• Able to type 40+ wpm.
• Must be able to adapt and learn new computer software and applications.
• Able to utilize calculator and various office machines.
• Work flexible shifts – weekends, evenings, holidays.
• Able to work in all weather conditions.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
• Communicates well both verbally and in writing, creates accurate and punctual reports, delivers presentations, shares information and ideas with others, has good listening skills.
• Listens attentively to others, asks clarifying questions, actively listens, stays open to other viewpoints, manages distractions and interruptions.
• Keeps information organized and accessible, maintains clean/functional workspace, works systematically/efficiently, manages time well.
• Prioritizes well, shows energy, reacts to opportunities, instills urgency in others, meets deadlines.
• Promotes mutual respect, keeps workplace clean and safe, supports safety programs.
• Breaks down problems into smaller components, understands underlying issues, can simplify and process complex issues, understands the difference between critical details and unimportant facts.
• Monitor operations to ensure staff compliance with administrative policies and procedures, safety regulations (e.g. DOT, OSHA/HIOSH) and rules, and applicable government (e.g. DOT) regulations.
• Performs other related duties as assigned by management.
• Prioritizes well, shows energy, reacts to opportunities, instills urgency in others, meets deadlines.
• Promotes mutual respect, keeps workplace clean and safe, supports safety programs.
• Performs other related duties as assigned by management.

4. Working Conditions/Job Environment

• Air-conditioned office
• General office equipment and supplies
• Able to work in all weather conditions.
• Exposure to potential eye and muscle strain due to constant use of computer
• Must be able to sit and stand for extended periods of time.
• Sedentary work, exerting up to 10 pounds of force occasionally and/or a negligible amount of force occasionally.
• Be able to stoop, bend, reach, lift.
• The worker is required to have visual acuity to perform an activity such as: preparing figures, reading data and working on the computer terminal.
• Must be able to work in a repair shop environment, where loud noise, exhaust fumes, and chemicals are commonly present.

The information on this description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory, or all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position.

EEO Employer/Vets/Disabled