Fleet Coordinator

SUMMARY

Administers fleet activities for the Distribution team, including invoices, reporting, forms, and filing. Provides administrative activities to the Distribution team.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Daily reviewing and responding to incoming emails.

• Manage and process invoices for Distribution customers, including cost calculations, and distribute accordingly.

• Manage fuel tax refunds.

• Maintain appropriate filing systems.

• Create and distribute daily and monthly reports.

• Daily monitoring of fluid levels in fleet and tanks and coordinate with distribution groups to order fluids.

• Collect and monitor daily tickets and input into systems.

• Manage fluid ordering as appropriate and submit bills for payment.

• Monitor and maintain safety decals.

• Manage Director of Logistics and Distribution’s calendar including nonfictions and follow-up.

• Manage, order, and maintain temporary trip and fuel permits.

• Review DOT/DVIR’s for accuracy and compliance with SQF requirements, sorting and filing. Maintain current month and 3 months prior.

• Submit DOT write ups received in my office, for Newport News trucks to Ryder.

• Manage weekly fuel transaction reports and submit for payment.

• Invoice vendors as appropriate.

• Monitor and order fuel cards as appropriate.

• Compilation and submission of monthly VA fuel tax refund for off road fuel via DMV website and submit documents to DMV.

• Complete and submit forms for NC & VA IFTA license renewals and ordering decals for intrastate and interstate.

• Complete and submit documents for VA & NC IFTA license and IRP renewal and decals.

• Manage monthly entry of end of month odometer readings from Marva Maid and Maola branches to generate reports.

• Review registration renewal forms and eliminate any vehicles that are no longer in service, sold and/or disposed.

• Upon arrival of new registrations, update vital information and disseminate.

• Communicate with security authorizing vendor entry and package deliveries to the property and assist with directing to appropriate departments.

• Communicate with buyers and create Bill of Sale for equipment sold. Exchange signed titles for monies for each sale. Secure license plate from equipment and return to DMV to have removed from our company assets. Notify Commissioner of the Revenue to eliminate from Personal Property Taxes. Update equipment lists for Marva Maid in the Faster Fleet programs and Maola inventory lists.

• Update and review Personal Property tax bill and identify all equipment. (i.e.: equipment number, location and status).

• Update locations of equipment when transferred between different branches into Faster Fleet program and Maola Fleet inventory to include IFTA lists, DVIR check daily check list, etc.

• Ordering of fuel tickets, DVIR inspection books, Bill of Lading forms, seals, blank cards, load bars/straps, etc.

• Answering telephones and screening calls.

SUPERVISORY RESPONSIBILITIES

§ None

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

§ Advanced user of technology including computers and software.

§ Advanced Microsoft Office skills.

§ Excellent planning and organization skills.

§ Excellent oral and written communication skills.

§ Excellent customer service skills.

§ Self-motivation with the ability to work independently.

§ Must follow company policies, procedures, practices, and standards of conduct.

§ Must maintain professional competence, ethical integrity, knowledge, and skills.

§ Attention to detail.

EDUCATION and/or EXPERIENCE

§ High School Diploma.

§ A minimum of 3 years of related experience.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to stand and walk. Specific vision abilities required by this job include close vision for computer work and ability to adjust focus. The employee may occasionally lift and/or move up to 20 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.

#MDVA

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)