Fleet Operations Administrator

GrowNYC•New York, NY

3d•Hybrid

About The Position

This role ensures central oversight of the organization’s fleet of 24 vehicles and develops and maintains standards and best practices to ensure that safety is the number one priority for approximately 40 full-time or routine drivers. Liaises with all departments that need to operate a vehicle to conduct business. Ensures all vehicles are road worthy and compliant with local, state, and federal regulations. This role also works in close collaboration with the Wholesale Outbound Logistics manager to ensure DOT and other compliance standards are met.

Requirements

Familiarity with and driving knowledge of NYC streets
Familiarity with vehicle regulations, DOT directives
Knowledge of vehicle maintenance/repairs, experience finding reputable service providers
Valid NY, NJ, CT, or PA driver license with no more than 3 points
2+ years of relevant and hands-on experience
Exposure to training and mentoring others
Experience with record keeping
Computer literate

Nice To Haves

Experience or exposure to fleet management, logistics, or operations is highly desired
Passion for safety, sustainability, training & educating others
Familiarity with Commentary Driver Assessments a plus
Excellent organizational, interpersonal, written, and verbal communication skills
Analytical, strategic, solution-oriented approach to problem solving
Strong initiative and time management skills, with the ability to work independently
Ability to prioritize and sort out competing urgent matters and build rapport with all employees
Experience building culture of success through incentives
Truck driving experience (exposure and/or CDL) is ideal
Willingness to learn new skills and subject areas; growth mindset

Responsibilities

Coordinate with other relevant staff, including the Office Operations Coordinator, to ensure that the fleet of 24 owned and leased cars, vans, and trucks is efficiently managed and meets proper operational standards.
Liaise with insurance brokers and GrowNYC Safety & Risk Management to manage claims, review standards for fleet management and make any necessary recommendations.
Establish and uphold fleet management processes for departments that manage vehicles.
Ensure appropriate vehicle use, insurance requirements, and maintenance schedules.
Review daily pre-trip inspections and respond to issues as needed.
Maintain vehicle tracking system(s) for assets, keys, driver information, repairs/maintenance, etc.
Assist with vehicle sales and procurement, including identifying inventory, test-driving vehicles, reviewing quotes, vehicle history reports, and picking up vehicles at purchase.
Special projects such as identifying off-street parking and transitioning to green fleet.
Establish guidance to determine a vehicle’s useful life and inform fleet upgrades.
Guide staff in need of roadside assistance.
Advise on vehicle repairs, assist with identifying mechanics.
Occasional field work to check on vehicles and bring them in for service.
Other aspects of fleet operations such as managing tolls, tickets, and fuel cards, with the assistance of the Office Operations Coordinator.
Explore outsourcing of select aspects of vehicle management and act as liaison for any established relationships.
Develop and communicate standards for hiring and training drivers.
Review driver background as needed and evaluate new and existing staff to identify high-risk drivers; voice concerns regarding the capabilities of drivers when necessary.
Conduct driver trainings, ongoing safety education, and skill-building/coaching as needed.
Monitor vehicle violations and ensure drivers’ course correction.
Annually review and refine the Driver Handbook and work collaboratively with HR, third party counsel, risk consultants and others to improve standardized practices.
Maintain Driver and Fleet Management Portal with key information and resources for employees and managers.
Establish and enforce adherence to protocols for safe and appropriate vehicle use.
Use industry benchmarks to continuously evaluate and improve overall driver performance.
Conduct incident and accident assessments; track contributing factors, outcomes, corrective measures.
Lead and teach the concept of preventability, not ‘at fault’.
Periodically meet with drivers to review aspects of fleet safety, act as a resource, build culture of safety.
Work collaboratively with Safety and Risk Management to send communications on adverse driving and parking conditions (e.g., ice, flooding, major road closures).
Stay up to date with vehicle regulations and local directives and work with leadership to ensure compliance.
Other duties as needed to ensure an operable fleet for GrowNYC programs, maintain driver safety, and reduce incidents and claims.

Benefits

medical
dental
vision
life insurance
long-term disability
incentive savings plan
paid time off
Public Service Loan Forgiveness
potential for parental leave for full-time regular employees who have been employed with GrowNYC for 175 days
FSA programs