Fleet and Surplus Manager

About Facility Contract Services:

Facility Contract Services is, a Florida based contract services company, responsible for the employment and management of personnel for municipal clients. Facility Contract Services is currently seeking dynamic and goal-driven employees for the City of Pembroke Pines Procurement Department. Employees that are motivated to take on todays greatest challenges and rewards in the field of local public service and who are passionate about making a difference in local government.

This exciting opportunity in the City of Pembroke Pines operates 4 days a week (Monday through Thursday 7:00 A.M. to 6:00 P.M.) and offers excellent compensation and benefits including health insurance and 401(k) with a Company match.

Nature of Work:

Under general direction of the Procurement Director, the Fleet Manager provides general supervision over professional, technical and clerical staff engaged in fleet management, surplus management and central storage, including planning, directing, and coordinating these activities for the organization. Responsible for managing the fuel, acquisitions and City auctions. Responsible for monitoring and implementing technological trends useful to Fleet Services and responsible for effectively establishing and maintaining quality assurance and productivity programs.

Duties and Responsibilities:

The list of essential functions, as outlined herein, is intended to be representative of the tasks to be performed. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

• Manage and supervise a staff responsible for fleet management, surplus management and central storage.
• Establish staff priorities; allocate personnel resources to achieve program objectives.
• Coordinate delegated activities with other departments, including supervision of staff.
• Review Fleet Maintenance contracts, Auction contracts and other similar contracts to ensure compliance with applicable laws, policies and procedures and assist staff by providing technical guidance and direction.
• Oversee the Fuel Management System.
• Determine replacement intervals and develop specifications for specialized fleet assets.
• Coordinate purchase of new fleet assets.
• Coordinate sale of surplus fleet assets, ensure all applicable regulations and procedures are followed in executing sales.
• Develop and maintain Fleet Manual to provide guidance and procedures to internal stakeholders.
• Co-develop and assist in prescribing and administering operational procedures governing the fleet management functions of all departments, and the disposal, transfer and reutilization of surplus property and equipment.
• Recommend revisions to policies regarding the fleet management, surplus management and central storage.
• Develop and conduct internal and external training.
• Provide support services for information technology systems used to facilitate for fleet management, surplus management and central storage functions.
• Analyze current activities and recommend improvements through more efficient methods.
• Assist in supervising and enhancing a fleet management system designed to track assets.
• Oversees the City's Fleet Maintenance Contractor(s) and provides assistance in the purchase, processing and resale of all vehicles and equipment to ensure dependable vehicles are in service.
• Evaluating and approving the City's Fleet Maintenance Contractor(s) monthly billing.
• Monitoring non-contract repair costs and executing paperwork to pay monthly invoices to the City's Fleet Maintenance Contractor(s).
• Monitoring readily-available fuel and accountability for usage through a computerized fuel management system.
• Develop written policies and procedures for Fuel Operations, including each critical process and task related to the Fuel Management program, and periodically review and update procedures to meet managements business requirements.
• Oversee the phased installation/implementation of the SynTech FuelMaster AIM Module Kits into the Citys Fleet to provide an onboard vehicle computer interface module where the data, including odometer readings, from each vehicle will passively download directly into the FuelMaster system each time the vehicle is presented for fueling.
• Evaluate the Citys Fleet information, including the odometer readings, expected life, etc. to conduct a Lifecycle Cost Analysis and a Vehicle Replacement Analysis to make informed decisions on fleet operations.
• Develop written policies and procedures to purchase and/or lease the most fuel-efficient vehicles for the designated tasks, while improving fuel efficiency and reducing costs.
• Develop a system to inventory the Citys Fleet, including types of vehicles, how many of each type the City has, and the kind and amount of fuel they use, to document the impact of fleet activities.
• Closely track maintenance schedules, fuel consumption, mileage, and other information, to identify problems and develop solutions to reduce costs and fuel consumption.
• Analyze the needs of the fleet, to determine if Departments may be able to substitute larger vehicles for smaller vehicles when making new purchases. Fuel efficiency should be a major criterion and the comparison of life-cycle costing, including the cost of fuel, to fairly compare one vehicle purchase against another.
• Analyze the size of the Citys fleet and the use of the fleet to determine if the City should reduce the overall fleet size, if some vehicles are used infrequently, etc. In addition, evaluate if more vehicles are used at certain times, mid-week versus Mondays and Fridays, for example, consider ways to level out the peak to allow for reducing the number of vehicles in order to reduce the fleet size and lower maintenance and insurance costs.
• Analyze the need to implement a system that would allow for monitoring of any potential personal use of City vehicles, such as GPS tracking. This monitoring system could help identify any improper use of City vehicles, as well as act as a deterrent if employees are aware that the City monitors its vehicle usage.
• Implement the distribution of monthly reports to all department heads detailing the fuel consumption and mileage of each vehicle. Review the information with the department for deviations from the trend of both fuel consumption and miles driven. Any variances from the norm should be analyzed and documented by the department.
• Identify vehicle technological trends and forecasts needs, conduct needs analysis, and conduct gap analysis to ensure Fleet Services has the most up to date equipment.
• Plan and develop long-and-short range goals to ensure that there is a clear approach to overcoming shortages and/or better utilization of excess resources.
• Assist in the development of vehicle and equipment maintenance policies and procedures for internal and external services.
• Keep up with OEM technical service bulletins, factory recall, and vehicle campaigns and communicates these updates throughout the fleet management structure.
• Analyze financial reports, Open Work Order Report, Preventive Maintenance Report, Warranty and Outside Recall Report, etc.
• Develop and evaluate maintenance process and understands customer needs to ensure quality services and performs quality assurance with to meet service demands.
• Work with customer departments to ensure that equipment meets their needs.
• Plan and develop long-and-short range goals to ensure that there is a clear approach to overcoming obstacles and providing solutions.
• Assist in the development of policies and procedures for internal and external services.
• Coordinates the auction program to insure maximum vehicle utilization and sale of assets.
• Manage and direct the Make Ready program including licensing, decaling, and inspections.
• Process and maintain all records related to the ownership and registration of all vehicles and equipment and coordinate with the City Clerks Office to ensure that all original titles are kept in a secure location.
• Responsible for the processing of all citations and other related issues involving the City's vehicles and equipment.
• Oversee Fuel infrastructure, Operations statutory requirements, and market trends.
• Manage and direct Fleet Acquisitions program by planning forecasting and making recommendations to the City departments on their vehicle needs.
• Monitor and review accident, repair and recovery process.

Preferred Qualifications:

Bachelor's Degree in Business or Automotive Technology plus six (6) years of direct work experience in a heavy to light automotive repair facility, of which two (2) years management experience. Four (4) years of related experience may be substituted for a degree.

Candidate should possess certification as an ASE Master Technician or evidence of completion of all the most current training available for a Major OEM such as Ford and General Motors, etc. Possession of a valid Class "E" Florida driver's license and an acceptable driving record.

Knowledge, Skills and Abilities:

• Considerable knowledge of principles and practices of fleet maintenance.
• Some knowledge of the principles, practices and techniques of administration, organization, personnel management, supervision, training and development, and public relations.
• Ability to proficiently use computer software including Microsoft Word, Excel, Power Point, Outlook.
• Ability to coordinate, manage, problem solve, strategize, schedule, analyze, and plan.
• Ability to use judgment and initiative in making recommendations and resolving problems that are highly complex and sensitive in nature.
• Ability to effectively communicate orally and in writing, including the ability to convey complex and technical subjects in a clear, concise and positive manner.
• Ability to successfully deal with all persons in a fair and equitable manner.
• Possess complete integrity and a high sense of personal and professional ethics.
• Ability to perform physically demanding work, typically involving some combination of reaching, bending, stooping, kneeling or crouching and that may involve the lifting, carrying, pushing and/or pulling of moderately heavy objects and materials (50 pounds).
• Ability to read a variety of reports, maintenance records, letters and memos, etc. Requires the ability to prepare correspondence, reports, forms, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak with poise, voice control and confidence.
• Ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages including mechanical and electrical.

BENEFITS:

One of the many advantages of working with the Vesta Property Services family of companies are the great benefits that we offer to you and your eligible dependents. We offer benefits that foster the health and well-being of you and your family such as medical, dental and vision coverage along with programs to enhance your financial security such as disability, life insurance and a 401 (k) retirement plan just to name a few. Benefits are offered to full-time employees (30 hours per week).

AAP/EEO Statement

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, sexual orientation, protected veteran status or any other characteristic protected by law. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

DRUG FREE WORKPLACE

In compliance with the Drug-Free Workplace Act of 1988, Facility Contract Services has a longstanding commitment to provide a safe, quality-oriented, and productive work environment consistent with the standards of the community in which the company operates. Alcohol and drug abuse poses a threat to the health and safety of Facility Contract Services employees and to the security of the company's equipment and facilities. For these reasons, Facility Contract Services is committed to the elimination of drug and alcohol use and abuse in the workplace.

OTHER DUTIES MAY BE ASSIGNED

The above statements reflect the general information considered necessary to describe the principal functions of the job and should not be construed as a detailed description of all work requirements that may be inherent in the position. Nothing in this job description restricts managements right to assign or reassign duties and responsibilities to this job at any time.