Business Operations Coordinator - Fleet Services

Description This position will remain open until filled, with applications reviewed on an ongoing basis. This job posting may be removed at any time without prior notice. Interested applicants are encouraged to apply as soon as possible for full consideration. Under general direction of the Fleet Services Manager, the Business Operations Coordinator provides high-level administrative and business support for the City’s centralized Fleet Services operation. Fleet Services operates as an internal service department, and this position plays a key role in providing responsive, professional, and customer-focused service to City departments and employees. The Business Operations Coordinator assists with the implementation and ongoing administration of the City’s centralized fleet program, including coordinating preventive maintenance and repair scheduling, working with Department Fleet Liaisons and outside vendors, maintaining fleet records, and supporting purchasing and financial activities for the City Garage. The position works closely with the Fleet Services Manager, Fleet Services technicians, City departments, and other internal service departments to help ensure vehicles and equipment are properly maintained and Fleet Services are delivered in a consistent, organized, and efficient manner. Duties and Responsibilities The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class. Provide high-level administrative and business support to the Fleet Services Manager and assist with the day-to-day coordination of Fleet Services activities. Promote a customer-focused approach to Fleet Services by providing responsive and professional service to City departments and employees; serve as a key point of contact for fleet-related needs, communicate clearly and proactively, follow up on requests and service issues, scheduling information and vehicle status, and help ensure departments are kept informed throughout the service process. Support and coordinate the implementation and ongoing administration of the City’s centralized Fleet Services program and Fleet Management Policy; work with the Fleet Services Manager, Department Fleet Liaisons, and City departments to communicate requirements, establish consistent processes, coordinate implementation activities, address administrative issues, and promote departmental compliance with fleet policies and procedures. Coordinate preventive maintenance, repairs, inspections, breakdown-related service, and other maintenance needs for City vehicles and equipment; monitor upcoming and overdue preventive maintenance and work with Department Fleet Liaisons to ensure vehicles and equipment are brought to the Garage when required. Coordinate outside vendor services as directed by the Fleet Services Manager or technicians, including scheduling specialized repairs, warranty work, inspections and other services; arranging vehicle availability; communicating service needs; obtaining status updates; coordinating the return of vehicles and equipment; and processing related vendor documentation, purchase orders, invoices, payments, and expense tracking. Coordinate the day-to-day purchasing needs of Fleet Services, including vehicle parts, tires, tools, shop supplies, equipment, products, outside repair services, and other goods and services; obtain pricing and quotes, place and track orders, and coordinate with vendors to ensure needed items are available to support Garage operations. Prepare and process requisitions, purchase orders, invoices, purchasing card transactions, quotes, and other purchasing and financial documentation in accordance with City policies and procedures. Assist with preparation and monitoring of the Fleet Services budget; track expenditures and available balances; process expenses; and prepare financial information and re…

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