Fleet Specification Analyst (Fleet Specification Writer)

City of Charlotte•Charlotte, NC

1d•$31 - $45

About The Position

The Fleet Specification Analyst develops, manages, and maintains technical specifications for vehicles and equipment purchased by the City. The position supports Fleet Management, Procurement, user departments, and vendors throughout the equipment lifecycle, from planning and specification development through ordering, delivery, inspection, and replacement. It requires analytical skills, technical knowledge of fleet equipment, and coordination with internal and external stakeholders. The role prepares specifications and purchasing documents, researches equipment and supplier offerings, coordinates departmental requirements and order status, tracks production and deliveries, inspects incoming equipment, resolves vendor discrepancies, and supports procurement, replacement planning, and capital planning. The position may require working outdoors to check in and park incoming vehicles.

Requirements

High school diploma or GED and at least 5 years of experience in purchasing, fleet operations, or technical specification writing related to vehicles or heavy equipment, or an equivalent combination of education and relevant experience.
Demonstrated ability to work with vendors, interpret technical requirements, and manage procurement documentation.
Ability to perform purchasing, specification writing, and technical analysis related to fleet equipment.
Working knowledge of purchasing principles, public procurement guidelines, and contract development.
Ability to prepare, organize, and maintain precise technical and purchasing records.
Ability to interpret and apply internal policies, procedures, and procurement requirements.
Strong analytical and written communication skills for developing accurate specifications.
Ability to communicate effectively with departments, vendors, manufacturers, and operational staff.
Strong relationship-building skills to maintain effective working partnerships.
Ability to work independently and collaboratively in a team environment.

Nice To Haves

Associate’s or Bachelor’s degree in Business Administration, Automotive Technology, Supply Chain Management, or a related field.
Experience in public sector procurement or fleet operations.
Familiarity with fleet management systems and procurement software.
Knowledge of vehicle and equipment specifications, especially for municipal or utility fleets.
Certification in public procurement, such as CPPB or CPPO.

Responsibilities

Prepare detailed written specifications for fleet vehicles, heavy equipment, and specialized equipment.
Develop informal RFQs, ITB specifications, contract documents, VEAs, and supporting materials.
Participate in the specification and purchasing of municipal equipment for City and Mecklenburg County departments.
Solicit price quotes, research equipment data, and evaluate supplier offerings.
Review industry trends to identify equipment, service improvements, and vendor capabilities.
Assist in evaluating CICO (Change In Capital Outlay) requests and updating annual replacement cost models.
Communicate with departmental liaisons about current, future, and completed vehicle orders.
Meet with user departments to determine operational requirements, reliability expectations, usage patterns, and replacement plans.
Work with CDC internal ordering staff on finance, contracts, deliveries, and process improvements.
Attend recurring meetings to support department procurement needs.
Check and manage order queues, requisitions, ETAs, and order-window openings and closings.
Identify and source on-the-lot vehicles when urgent needs arise.
Coordinate with the Service Order Specialist for inbound vehicles requiring upfitting or additional work.
Maintain spreadsheets and reports related to fleet ordering and production status.
Inspect and evaluate equipment upon receipt to ensure compliance with specifications.
Check in and park incoming vehicles outdoors as needed.
Work with vendors to resolve damage or discrepancies when equipment arrives.
Clear delivered orders and update supporting documentation.
Communicate regularly with manufacturer representatives.
Attend vendor meetings, conferences, equipment shows, and facility tours to evaluate products and vendor capacity.
Assist vendors with registration, bid preparation, and RFQ participation.
Assist departments with cooperative contract review forms, RCA support, and equipment purchasing strategies.
Complete sole-source justification forms where required.
Support annual replacement meetings and capital planning for all departments.