Fleet Asset Coordinator

City of Leander•Leander, TX

10d•Onsite

About The Position

Provides administrative support for vehicle acquisition and fleet maintenance activities, working independently or under the direction of the Fleet Manager and the Director of Public Works. This role involves developing and analyzing reports, assisting with the vehicle purchasing process, budget development, and monitoring operating costs. The Fleet Asset Coordinator works closely with internal departments to define requirements and specifications, ensures procurement follows policies and budget guidelines, and collaborates with the Purchasing and Information Technology departments on service agreements and IT equipment for public safety vehicles. The position also supports internal audits, budget reviews, and cost-control initiatives, while maintaining accurate procurement records and updating fleet software. Additionally, the role monitors contract expirations, updates vendor lists and databases, tracks fleet spending, and provides administrative support for fleet purchasing. The Fleet Asset Coordinator also monitors the onsite Public Works fuel system, composes correspondence, and manages database accuracy. Assistance with fleet maintenance schedules may also be required.

Requirements

High School diploma or its equivalent.
Three years of work experience in fleet procurement, asset management of fleet operations or related field.
Texas Driver’s License or ability to obtain a Texas driver’s license within 90 days per state law.
Ability to communicate clearly and professionally, both written and verbally.
Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
Knowledge of proper fleet practices, procedures and regulations applicable to the work being performed.
Knowledge of Federal, State and local laws.
Knowledge of city practice, policy and procedures.
Knowledge of safety practices and procedures.
Skill in oral and written communication.
Skill in handling multiple tasks and prioritizing.
Skill in using computers and related software.
Skill in data analysis and problem solving.
Skill in planning and organizing.
Ability to quickly recognize and analyze irregular events.
Ability to maintain compliance with fleet practices, rules and regulations.
Ability to work with frequent interruptions and changes in priorities.
Ability to establish and maintain good working relationships with other City employees and the public.

Nice To Haves

Associate degree in a related field.
Four or more years of work experience in fleet procurement, asset management of fleet operations.
Ability to lead others.

Responsibilities

Develops, gathers, analyzes, and provides reports, graphs and charts based on data from various databases.
Assists with the vehicle purchasing process.
Assists in the development of budget and equipment specifications, and monitors operating costs.
Works closely with internal departments to define requirements, specifications, and delivery timelines.
Ensures procurement activities follow internal policies, budget guidelines, and compliance requirements.
Works on service agreements in partnership with the Purchasing Department.
Assists in IT-related equipment for public safety vehicles in partnership with the Information Technology department.
Supports internal audits, budget reviews, and cost-control initiatives.
Maintains accurate digital and physical procurement records, including quotes, purchasing approvals, contracts, invoices, fleet purchasing activity, warranties, registrations, and compliance documentation.
Assists in updating fleet software by entering data regarding manufacturer specifications and maintenance for vehicle and equipment inventory.
Monitors contract expirations and alerts management of renewal needs or opportunities for re-bidding.
Maintains and updates approved vendor lists, pricing files, and contract databases.
Assists in tracking and reconciling fleet-related spending within the software system.
Provides various levels of administrative support to Fleet Manager and Director related to fleet purchasing process.
Monitors the onsite Public Works fuel system.
Composes correspondence and completes required documents and reports related to the acquisition of all Fleet assets.
Provides general office administrative support by managing the accuracy of all databases.
Assists in fleet maintenance schedules as needed.
Performs other duties as assigned.

Benefits

Proof of education, certification(s) and experience as listed on the employment application based on the job posting requirements.
Satisfactory results from a pre-employment criminal history background and driving record check.
Legal authorization to work in the United States without sponsorship.
Compliance with the Selective Service Registration for male US citizens and immigrants, who are ages 18-25.
The City of Leander participates in E-Verify!
The City of Leander is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age (40 or older), disability or genetic information in employment.
Requests for disability-related accommodations during the application process to our Human Resources Department at [email protected] or 512-528-2708.
Deaf and hard of hearing applicants may contact our office via Relay Texas at 7-1-1 or 1-800-735- 2989 (TTY/TDD).