Assistant Director of Fleet and Procurement Services

EIHAB HUMAN SERVICES•New York, NY

3d•$85,000 - $85,000•Hybrid

About The Position

The Assistant Director of Fleet and Procurement Services supports the Director of Fleet and Procurement Services in managing the agency’s fleet, purchasing activities, vendor relationships, and assigned operational services across New York, New Jersey, and Pennsylvania. The Assistant Director provides daily oversight of fleet operations and helps ensure that the agency’s cars, passenger vans, wheelchair-accessible vehicles, and specialty vehicles are safe, available, properly maintained, and appropriately assigned. Responsibilities include preventive maintenance, repairs, inspections, registrations, insurance records, GPS monitoring, fuel controls, driver eligibility, accident follow-up, vehicle replacement planning, and transportation safety. The Assistant Director supervises departmental employees, coordinates assignments, monitors performance, maintains operational records, and assists with budgets, purchasing, vendor management, policies, audits, and executive reporting. The position works closely with program leadership, Finance, Human Resources, Quality Assurance, Maintenance, and executive leadership. The Assistant Director assumes responsibility for assigned departmental operations in the Director’s absence or when delegated by the Director or Vice Presidents.

Requirements

Bachelor’s degree in Business Administration, Operations Management, Fleet Management, Transportation, Supply Chain Management, Facilities Management, or a related field.
At least four years of experience in fleet, transportation, purchasing, maintenance, facilities, or operational services.
At least two years of supervisory or management experience.
Experience with vehicle maintenance, vendors, purchasing, budgets, records, and operational projects.
Strong organizational, leadership, communication, and problem-solving skills.
Proficiency in Microsoft Office and the ability to learn fleet, GPS, purchasing, and electronic record systems.
Valid, unrestricted driver’s license that meets agency and insurance requirements.
Ability to travel throughout New York, New Jersey, and Pennsylvania.
Ability to perform administrative, supervisory, and field-based fleet functions.
Ability to sit for extended periods while completing computer-based work.
Ability to walk through parking areas, garages, maintenance facilities, and program locations.
Ability to inspect vehicles and access vehicle interiors.
Ability to periodically lift or move materials weighing up to 25 pounds.
Ability to drive and travel between agency locations and vendor sites.

Nice To Haves

Master’s degree in a related field.
Experience in a human services, healthcare, nonprofit, or IDD service agency.
Experience supporting multi-site or multi-state operations.
Knowledge of wheelchair-accessible vehicles and passenger transportation safety.
Fleet, procurement, transportation, facilities, or project management certification.

Responsibilities

Assist the Director with managing Fleet, Purchasing, Vendor Management, and assigned Operational Services.
Provide daily supervision, direction, and support to departmental employees.
Assign work, establish priorities, monitor schedules, and ensure departmental responsibilities are completed timely.
Monitor employee attendance, performance, productivity, and compliance with departmental expectations.
Participate in hiring, onboarding, training, coaching, and performance evaluations in coordination with the Director and Human Resources.
Address routine employee concerns and recommend corrective action when necessary.
Conduct departmental meetings and communicate priorities, assignments, safety concerns, and operational updates.
Maintain appropriate department coverage and coordinate assignments during absences, emergencies, and high-volume periods.
Assume assigned departmental responsibilities in the Director’s absence.
Assist with oversight of the agency’s cars, passenger vans, wheelchair-accessible vehicles, and specialty vehicles.
Maintain an accurate fleet inventory showing vehicle location, assignment, mileage, condition, maintenance status, registration, insurance, and availability.
Develop and monitor preventive maintenance schedules for inspections, oil changes, brakes, tires, lifts, ramps, securement systems, and other required services.
Schedule and coordinate repairs, recalls, towing, roadside assistance, breakdown response, and temporary vehicle replacements.
Review repair estimates and completed work for accuracy, timeliness, quality, and reasonable cost.
Monitor mileage, vehicle usage, repair history, downtime, cleanliness, condition, and reliability.
Assist with developing vehicle replacement recommendations based on age, mileage, condition, safety, repair costs, and program needs.
Coordinate vehicle assignments, transfers, temporary replacements, purchases, leases, and disposals as directed.
Ensure vehicles maintain current registrations, inspections, insurance documents, permits, GPS devices, emergency supplies, and safety equipment.
Ensure wheelchair lifts, ramps, securement systems, and specialty vehicle equipment are inspected and maintained.
Conduct routine program-site fleet reviews and document maintenance, safety, cleanliness, equipment, and recordkeeping concerns.
Track accidents, vehicle damage, citations, insurance claims, and required corrective actions through completion.
Coordinate with Human Resources and program leadership to verify driver’s licenses, motor vehicle records, training, restrictions, and vehicle eligibility.
Implement and enforce procedures for vehicle use, driver safety, accident reporting, mileage records, fuel use, GPS monitoring, and vehicle accountability.
Provide guidance to program staff regarding inspections, mileage logs, fuel receipts, cleanliness, safety equipment, and accident procedures.
Review GPS reports, mileage, fuel usage, and vehicle activity to identify unauthorized use, unsafe driving, or unusual activity.
Immediately report serious accidents, driver eligibility concerns, unsafe vehicles, insurance issues, or transportation risks.
Assist with purchasing vehicles, equipment, supplies, furniture, safety materials, parts, and approved operational items.
Review purchasing requests for approvals, specifications, quantities, funding, delivery locations, and operational need.
Obtain and compare vendor quotes based on price, quality, warranties, delivery timeframes, and service terms.
Maintain purchasing records, quotes, approvals, purchase orders, invoices, receipts, delivery records, warranties, and supporting documents.
Monitor inventory and recurring purchases to prevent shortages, waste, duplication, and unnecessary spending.
Coordinate with vendors regarding repairs, deliveries, estimates, warranties, contracts, delays, incomplete work, and billing concerns.
Assist with monitoring departmental budgets, fuel usage, repair costs, purchasing expenses, vendor charges, invoices, and cost-control opportunities.
Prepare fleet reports, purchasing summaries, vehicle status reports, expense information, operational updates, and recommendations for the Director.
Assist with policies, SOPs, audits, inspections, insurance reviews, corrective actions, recordkeeping, risk identification, and special projects.
Attend management, budget, safety, compliance, and operational meetings.
Respond to urgent vehicle, purchasing, vendor, equipment, and facility concerns.
Travel to programs, offices, parking areas, repair facilities, and vendor locations.
Maintain flexibility when emergencies, breakdowns, deliveries, or projects require additional support.
Participate in audits, inspections, insurance reviews, and corrective action activities.
Support program openings, relocations, renovations, and agency projects.
Complete required agency and department-specific training.
Perform other related duties assigned by the Director or Vice Presidents.