Fleet Administrator
#RHS-15200
Multiple Locations
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Location
RHS - Santa Fe Springs-1105
Position
Admin Business Support 1-RW0135
Job Description
Raymond West is looking for a dynamic Fleet Administrator to join our team! The Raymond West Fleet & Procurement group manages a 900+ Vehicle Fleet as well as ongoing procurement of goods and services for all Raymond West companies. We are seeking a Fleet Administrator to support and assist the Fleet & Procurement manager with all vehicle fleet needs.
Raymond West is committed to providing our customers with end-to-end warehouse solutions. We bring you our industry-leading expertise in lift trucks, racking, conveyor, dock and door, rentals, parts, and service. Our customers trust us to provide the right supply chain solutions and services to keep their business up and running.
Duties and Responsibilities:
Primary duties and responsibilities will vary with the specific position. Typical responsibilities are listed below. This list is not inclusive.
Maintain Vehicle Fleet records and files including, but not limited to:
Vehicle Assignments
Maintenance Records
Title/License/Registration/DOT Filings
Purchase/Lease Documentation.
Fuel Cards and Fuel PIN assignments
GPS Assignments
Insurance Claims
Fleet Vendors & Contracts
Monitor and approve incoming repair orders from 3rd party service vendors for our fleet of vehicles, ensuring all service programs are followed and unrequired upsells are denied.
Coordinates completion of required vehicle inspections, emissions testing, and weight certifications with the assigned driver.
Prepares and submits title/registration documents to federal/state vehicle regulatory agencies (DMV, DOT, IFTA, FMCSA, etc.), including state transfers, sales, purchases, proof of insurance, annual registration renewals, tax filings, etc.
Compiles and maintain a complete list of all outstanding title work. Reports to management on the status of any missing or problem titles/registrations.
Reports all vehicle sales and purchases to accounting.
Maintain records of all vehicle manufacturer warranties and vehicle service vendor warranties.
Maintain all vehicle and property insurance claims from submission to close.
Utilize the vehicle GPS cameras or site security cameras to pull accident footage for submission to the insurance company and/or legal team as needed.
Coordinate with assigned drivers, management, and repair vendors for timely completion of vehicle/property damage claims.
Maintain Fleet Shop inventory by checking stock to determine inventory level, anticipates needed supplies, places, and expedites purchase requisitions for parts/supplies.
Create and maintain comprehensive and accurate documentation of all completed and pending projects.
Compile information and reports for department managers & executives as needed.
Field phone calls and emails from employees and vendors in relation to Fleet activities.
Coordinate and work with third party vendors and client resources for accurate and timely execution of projects.
Assist the Fleet & Procurement Manager in ensuring all projects are delivered on-time, within scope, and within budget.
Provide support and act as the liaison between Fleet Vendors and company employees.
Assist drivers with scheduling service appointments with our internal Fleet Shop.
Provide accurate and timely information to management, drivers, and vendors via email, phone, or text.
Route incoming mail to designated employees in the Fleet Department.
Manage the movement of fleet documents and materials between company branches.
Perform other administrative/clerical duties as assigned by leadership.
Reports and escalate issues to management/executive team as needed.
Maintain strict confidentiality
