Fleet Specialist - Office Services

Title: Fleet Specialist

Division: Corporate

LJA recognizes that our success depends on the quality of the people we hire. We are currently seeking highly talented individuals that take pride in their work, function exceptionally well in team environments, and contribute to the overall success of the company. As a 100% employee-owned company, we promote an entrepreneurial spirit that helps drive the bottom line and the long-term professional and financial success of our employees. With more than 60 office locations, LJA is growing and ready for talented people to help us build our future.
Summary: As part of the Office Services team, the Fleet Specialist works under the Fleet and Fixed Asset Manager and Director of Real Estate and Office Services, to assist with the procurement, maintenance, regulatory compliance, and liquidation of vehicles, trailers, boats, ATVs, and other fixed assets. You will work closely with leadership and stakeholders across the organization and with Business Service groups including accounting, legal, HR, and HSE. Outside the organization, the Fleet Coordinator will serve as a liaison between LJA and contractors.

General Responsibilities:
• Inspect new arrival vehicles for adherence to specification guidance.
• Monitor, coordinate and complete the incident process which includes obtaining all documentation, reports, and photographs, initiate the towing and repair of company assets and arrange rental vehicles as necessary, file claims with the insurance company, and ensure all documentation is filed according to company guidelines.
• Monitor fleet regulatory compliance to include DOT, IFTA, DVIR, service logs, and driver's qualifications are adhered to.
• Develop and maintain outside vendor and service provider relationships.
• Conduct regular price comparisons and vendor reviews.
• Process new vehicle orders which include requesting quotes, obtaining manager approval, placing order, ordering auxiliary items (safety kits, toll tags, decals, campers, etc.), tracking delivery, reviewing paperwork, and processing invoices
• Maintain records and manage inspection and registration process for all vehicles.
• Process all toll tag applications for new or newly acquired vehicles, monitor toll violations, ensure new or replacement tags are delivered.
• Manage Excel, maintenance, and telematics databases to ensure data accuracy and integrity.
• Monitor fleet maintenance software for alerts, incidents, driver's notifications, and action as necessary.
• Manage and promote safety throughout the fleet by maintaining safety kits in vehicles, providing monthly safety news/topics, tracking incidents, and promoting safe practices.
• Develop list of potential fleet liquidations based on numerous factors to ensure the most effective, and efficient life cycle management. Coordinate with stakeholders to remove assets and prepare for auction. initiate and complete documentation. Communicate with vendors to sanitize then auction equipment. Oversee the process of auction sales.
• Review MVR reports for drivers and document accordingly
• Assist fleet manager and stakeholders to forecast replacement and expansion of section equipment needs. Review budget and coordinate the procurement of vehicles not to exceed CAPEX restrictions. Assist fleet manager in streamlining fleet purchase programs.
• Administer initial, annual, and remedial fleet training.
• Validate maintenance services provided vs maintenance cost to ensure shops provide best value.
• Provide reports to leadership to advise on equipment utilization, fuel usage, excessive driving habits, vehicle issues, and monitored alerts.
• All other duties as needed.

Required Education:
• High school diploma required, post-high school education from college, trade school, or military preferred.

Required Experience:
• At least two years of fleet operation experience with fleets more than 100 vehicles
• Experience with fleet vehicle maintenance.
• Project Management
• Clean driving record, reliable transportation with proof insurance on personal vehicle, valid Texas driver’s license, and willingness to travel to outlying offices (with occasional overnight stays)
• Ability to lift 50 lbs., bend, walk, kneel, push/pull, stand for extended periods, and work on ladders.

Required Competencies:
• Customer Service
• Attention to detail.
• Self-starter, motivated
• Strong Written/Oral Communication Skills
• Problem Solving/Analysis
• Strong computer skills including proficiency with Microsoft office products, and fleet maintenance software.