Fleet Coordinator

The Fleet Coordinator will know and perform all aspects of managing Woodhaven’s fleet, and will support the accounting team and Financial Operations Department by performing general accounting tasks and duties.

ACCOUNTABLE TO: This position reports directly to the Assistant Controller.

EXAMPLES OF WORK DUTIES: (General responsibilities and duties for this position are listed below, but this list is not exhaustive; additional duties may be assigned as needs of the department and organization dictate)

Fleet Management Responsibilities:

• Maintain Woodhaven’s vehicle fleet and ensure proper usage policies are followed, including adherence to local and state traffic laws and regulations.
• Maintain proper records required for audits and other financial reviews
• Coordinate with Programs and Mission staff to provide trainings as needed to ensure safe transportation of clients, staff, and guests.
• Track and update vehicle maintenance schedules, including oil changes, tire replacements, and lift repairs.
• Maintain vehicle log spreadsheet with details on each vehicle from Vehicle tracking system.
• Oversee loaner vehicles.
• Oversee and ensure accurate mileage and trip logging for reimbursement from funders.
• Oversee fuel card usage (Wex accounts) and ensure proper allocation of fuel expenses.
• Coordinate vehicle accident reporting and required responses with Human Resources, insurance claims, and repairs.
• Manage Enterprise rental and lease billing and monitor usage trends.
• Conduct monthly fleet review meetings with program team.
• Maintain accurate records of house and vehicle keys.

Accounting Responsibilities:

• Process and track fleet-related invoices, receipts, and reimbursements.
• Reconcile fleet expenses in NetSuite, ensuring accuracy in cost allocation.
• Scan, organize, and submit receipts for processing and maintain proper records.
• Assist Accounts Payable with processing payments related to vehicle repairs, fuel, and rentals.
• Support Accounts Receivable functions by tracking reimbursements and credits.
• Reconcile Prepaid Visa cards monthly, ensuring correct usage and documentation.
• Prepare reports on fleet expenses and cost-saving opportunities for leadership review.
• Assist at the accounting counter with distributing checks, petty cash, and collecting receipts.
• Review weekly allowance logs and grocery receipts, addressing discrepancies as needed.
• Ensure confidentiality in handling sensitive financial, operational, and protected health information data.
• Perform other duties as assigned by the Controller or Assistant Controller.

QUALIFICATIONS: A College degree or an Associate’s degree with at least two years’ general accounting experience is required. An accounting or business degree is preferred. Knowledge of Excel is required. Knowledge of NetSuite is preferred. Knowledge of Fleet Management is preferred. Individual must be an independent worker who is a self-starter with proven communication and customer service skills. An ability to meet deadlines and to assist in the completion of administrative tasks is vital. All individuals who have committed felonies that are listed on the disqualification registry with the Department of Mental Health are ineligible for employment unless a request for exception has been approved and provided by the Department of Mental Health.

A valid Missouri license MUST be obtained within the first two (2) weeks of employment for this position. Must maintain an acceptable driving status according to Procedure No. 1-8-3, Woodhaven Vehicle Use. Any exception to this requirement must be authorized by the Chief Financial Officer.

ESSENTIAL PHYSICAL REQUIREMENTS: This is office-based, sedentary work requiring the exertion of up to 50 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects; work requires keying, grasping, and other repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and activities; this role is not subject to adverse environmental conditions.