Fleet Services Coordinator

City of Lodi•Lodi, CA

5d•Onsite

About The Position

Under general supervision, to perform public contact and customer service work over the telephone and at a customer counter; serve as a liaison between the customer and the service technician; and to perform general clerical work in receiving and processing requests for automotive and heavy equipment repair and maintenance; and to order, receive, distribute, and stock vehicle and equipment parts, accessories, supplies, and special tools used in the maintenance, service, and repair of City vehicles and heavy equipment, and other related supplies.

Requirements

Basic automotive and heavy equipment parts knowledge.
Automotive repair knowledge.
Knowledge of parts, tools, and equipment used in the maintenance and repair of gasoline and diesel-powered vehicles and equipment.
Knowledge of shop-related safety principles and practices.
Knowledge of principles and practices of purchasing, stock, and inventory control.
Knowledge of English usage, spelling, grammar, and punctuation.
Knowledge of proper public and telephone contact practices.
Knowledge of modern office practices, procedures, and equipment, including filing systems.
Knowledge of basic computer operations, including computer software applications and other specialized business applications.
Knowledge of standard arithmetic including addition, subtraction, multiplication, and division; standard units of weights and measures.
Ability to utilize written and verbal communication in preparing work orders and reports.
Ability to utilize a variety of computer software programs, including skill in maintaining electronic files, retrieving and researching information from electronic files and databases.
Ability to utilize customer service techniques when responding to inquiries and complaints.
Ability to perform heavy manual work in lifting and moving stock.
Ability to complete required OSHA/Safety training as required.
Ability to order and identify parts necessary for repairs.
Ability to handle multiple tasks simultaneously.
Ability to maintain accurate files and records.
Ability to compile and maintain data in manual and/or computerized systems.
Ability to correctly use standard principles of weights, measurements, and arithmetic.
Ability to establish and maintain cooperative and effective working relationships with those contacted in the course of work.
Ability to follow oral and written directions.
Ability to interact positively and continuously with the community.
Ability to understand and apply laws, policies, rules, and regulations.
Ability to maintain a professional attitude and appearance.
Ability to work in a team environment.
Possession of a valid Driver’s License (Class C) issued from the California Department of Motor Vehicles.

Nice To Haves

Two years of responsible work experience performing customer service or general clerical duties in an automotive repair facility or automotive parts store.
One year of experience with computerized record keeping and inventory management systems for automotive parts.

Responsibilities

Ascertains automotive problems and services by listening to customer’s description of symptoms; clarifying description of problems; conducting inspections; checking vehicle maintenance records; pick up and deliver vehicles.
Issues routine work orders to equipment mechanics with direction from higher level personnel by describing symptoms, problems, and causes discovered, as well as repairs and services required; obtaining approval signatures; may issue parts to equipment mechanics; reviews work orders for complete and accurate information; records repairs made and service rendered, time, and parts used; and notifies customers upon completion of work.
Orders, receives, distributes, and stocks vehicle and equipment parts, fuel and oil supplies, accessories, and special tools used in the maintenance, service, and repair of City vehicles and heavy equipment; and ensures minimum supply levels on the basis of operational needs.
Performs inventory counts and assists in reconciliation.
Initiates actions to re-order stock material items when items reach a designated reorder point.
Identifies various inventory transactions and relationships to inventory management.
Enters inventory counts into computerized inventory system.
Applies FIFO (first in first out) theory to inventory items.
Prepare inventory reports for Fleet Division.
Inspects parts, supplies, and equipment for quality, quantity, and correctness; verifies and checks items received against parts catalog and manufacturer’s identification, model, or parts number.
Researches and locates sources for standard and non-standard parts or special tools; determines feasibility of substituting parts.
Processes requisitions and invoices for parts, materials, or vendor services associated with each work order; processes invoices for payment through computerized accounting system.
Enters vehicle maintenance and service data using various computer programs.
Receives and responds to customer inquiries; refers customers to appropriate persons regarding services; provides follow-up on inquiries from customers; and refers or assists in the resolution of problems.
Schedules and coordinates preventive maintenance, repair, and verifies warranty and service contract coverage by examining records and papers; explaining provisions and exclusions.
Picks up or receives parts from vendors; and may identify and locate appropriate parts, determines prices, prepares requisitions.
Contacts outside service providers for road calls, repairing, and towing.
Monitors warranties on vehicles and equipment.
Prepares monthly reports on repair services and charges.
Maintains manual and electronic records.
Provides exceptional customer service to those contacted in the course of work.
Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification.