Fleet-Warehouse Administration Coordinator

Reports to: Warehouse Manager Department: Mechanic Shop FLSA Status: Non-Exempt Position Summary: To administer all tasks related to Tomko’s fleet administration activities such as DOT compliance, GPS, IFTA and other various compliance matters and to ensure that all administrative functions are carried out using established rules and legal regulations. Essential Functions: Maintain and monitor data management system to ensure the availability of the Tomko per schedules and utilization needs to meet requests. Renewing registrations for all company vehicles. Maintain and upkeep vehicle registration, insurance and formalities and documentation regarding induction of new vehicles in existing fleet including maintaining the electronic database. Maintain daily equipment moves by updating equipment issues and returns daily in Dynamics. Tracking equipment moves on equipment master list. Notary issues for (temp. authorizations, lost documentation, plates, titles, stickers, etc.) Obtain permits for hauling oversize and overweight materials and equipment including filing permits for reference. Responsible to apply/renew/track all Apportioned vehicle registrations. EZpass tracking, reporting, and payment approvals Elog compliance and investigating unidentified miles. Federal Motor Carrier, Unified Carrier compliance, and IFTA compliance Monitor and ensure fleet operation in compliance with local and state rules and regulations by pulling FMCSA statistics. Assignment of new equipment and vehicles and getting their information to the management team to enter as assets (new equipment sheets – numbering and tagging). List’s equipment and vehicles that are coming out of the Tomko fleet for sale on multiple platforms. Maintains files on all equipment for historical data. Monitor fuel system and log information for the fuel island (ex. leak detention reports) Maintaining the GPS system as drivers / vehicles change, as well as maintaining Geo-fencing for jobsites and employee homes. Investigating and tracking traffic citations and parking tickets Enters weekly timesheets for various departments. Tracking mileage vehicle usage reports Monitoring vehicle alerts (ex. speeding, harsh driving) Maintains rock log and adds entries for stone sold in a timely matter. This should be done no later than , per paperwork for Tomko jobs and for outside sales. Invoicing for outside stone sales Comparing rock log to the accounts receivable log to ensure accuracy. Marketing and selling Tomko crushed stone to outside clients. Maintains dirt log for all dumps at the Tomko dump site adding entries for dumps and haul outs in a timely manner. Invoicing for dirt dumps and sales Source and purchases parts for equipment and vehicles adhering to the Tomko purchasing guidelines. Assists the Heavy Equipment manager with administrational tasks. Achieves desired results through effective leadership and appropriate influence while adhering to established policies and procedures. Models and reinforces safety as a top priority of the organization. Exercises good interpersonal skills by gladly assisting others to accomplish work of the organization, even if it is outside the scope of regular duties. Abides by all company processes, procedures, and policies. Taking of water samples for stone crushing operation. Maintains housekeeping and safety of mechanic shop and surrounding areas. Preform any other duties that may arise outside of these outlined tasks. Qualifications: Minimum of 5 years’ experience working in a fleet/transportation facility required. Experience with computer programs, especially Microsoft Excel, required. Ability to oversee projects and employees. Previous experience with planning/forecasting, front line operations, production scheduling, sales, vendor relations, and purchasing strongly preferred. Sufficient knowledge of mathematics including the ability to add, subtract, multiply, and divide using whole numbers, common fractions, and dec…

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