Assets Coordinator

Ride Connection•Portland, OR

12d•$21 - $32

About The Position

The Assets Coordinator supports the daily administration of Ride Connection’s fleet operations under the direction of the Fleet & Asset Manager. The role generates and tracks work orders, processes invoices, maintains vehicle and maintenance records, coordinates service and inspections, and supports purchasing, reporting, and compliance activities. It works with staff, service partners, and vendors to coordinate fleet work and maintain accurate documentation. Discretion and confidentiality are required when handling and releasing information. Ride Connection is a private nonprofit organization based in Portland, Oregon. It provides personalized transportation to help people access healthcare, essential services, and other opportunities, promoting independence, inclusion, and quality of life in the communities it serves. The position maintains fleet information and records; coordinates vehicle maintenance, repairs, inspections, and testing; supports vehicle acquisition, registration, and deployment; helps coordinate incident response, insurance, and compliance; and contributes to fleet planning, funding, and collaborative support. The work is performed under normal office conditions and includes driving mini-buses and mini-vans. The schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m., for 40 hours per week.

Requirements

Three years of experience, college coursework, or an equivalent combination of education and relevant experience.
Demonstrated computer skills and proficiency with the Microsoft Office environment and related software.
Ability to communicate professionally, effectively, and pleasantly on the phone and to take and relay complete messages.
Maintain a driving record that meets or exceeds Ride Connection’s driver standards.
Strong organizational skills and ability to manage multiple responsibilities within specified timelines.
Excellent interpersonal, oral, and written communication skills, with good judgment, courtesy, and tact in public contact and handling problems.
Ability to work as a team member with a diverse group of people.
Experience operating a large vehicle.
Geographical knowledge of the Portland Metro Area.
Ability to understand and follow written and oral instructions.
Ability to give clear and concise directions, orally and in writing.
Ability to work independently on assigned tasks and make decisions with minimal supervision by prioritizing and organizing tasks.
Ability to meet prescribed deadlines.
Ability to adapt to a rapidly changing environment.
Effective problem-solving skills.
Effective listening skills.
Access to reliable transportation for employment purposes, which may include evenings and weekends. If using a personal vehicle, maintain proof of auto insurance and comply with state regulations.
Ability to pass a National Criminal Record Check.

Nice To Haves

Training in automotive mechanics or previous experience working in repair shops, including knowledge of parts and labor.
Experience with inventory management and control.
Experience working with older adults and people with disabilities.
Experience and passion working for a nonprofit organization.

Responsibilities

Maintain accurate fleet inventory, vehicle, maintenance, warranty, purchasing, and repair records in asset-management and related systems.
Generate and track work orders, process invoices, and maintain supporting documentation.
Review fleet telematics data to maintain accurate records and identify items requiring follow-up.
Maintain the vehicle out-of-service tracker, including maintenance status, repair updates, and estimated return-to-service dates.
Maintain vehicle-replacement schedules and support budget forecasting and subcontractor vehicle-budget monitoring.
Collect and enter fleet data and prepare timely reports supporting applicable local, state, federal, and Federal Transit Administration requirements.
Provide service partners with guidance and support for asset-management systems and recordkeeping processes.
Coordinate scheduled maintenance and repairs with vendors, service partners, and field offices, and monitor work through completion.
Obtain and review repair estimates and authorize repairs within the position’s approval limit; coordinate required approvals for costs exceeding that limit.
Review estimates and work orders for warranty-covered components and coordinate follow-up.
Coordinate required vehicle and lift inspections, maintain records, and track corrective work through completion.
Coordinate emissions and DEQ testing and maintain related records.
Support vehicle purchases and new-vehicle inspections, and enter maintenance schedules and warranty information into fleet systems.
Process vehicle titles and registrations and maintain supporting documentation.
Coordinate the placement and relocation of backup, shared, and retired vehicles.
Provide vehicle-familiarization support and conduct road tests when needed.
Support the preparation and review of Requests for Quotes, Blanket Purchase Agreements, and Requests for Proposals.
Coordinate the intake, documentation, and follow-up of fleet-related collisions, incidents, and complaints.
Participate in collaborative reviews of collisions involving Ride Connection assets.
Support insurance processes and compliance with applicable local, state, and federal requirements.
Support service-partner and subcontractor compliance, subcontract administration, and partner site visits.
Conduct fleet-related legal and records research and prepare informational reports.
Support the development of funding proposals and fundraising applications related to fleet needs.
Collaborate with colleagues, service partners, vendors, and other stakeholders to coordinate work and resolve fleet-related needs.
Handle sensitive or confidential information with appropriate care and discretion.
Perform other related duties that support the position’s purpose and operational needs.