POSITION SUMMARY
The Fleet and Asset Co-coordinator is responsible for providing all corporate departments with high quality operational, technical guidance and vehicular support while ensuring the maintenance of vehicles andheavy equipment is completed as required. Coordination of asset inventory activities and vehicle/ heavy equipment maintenance processes while utilizing best practices to obtain the absolute highest value and quality products in accordance with the policies of the County and applicable legislation. Acting through a collaborative process involving directors, managers, supervisors, foreman, mechanics, vendors and provincial/federal agencies, the incumbent is responsible for developing, implementing and maintaining the systems required to manage all areas of the vehicle fleet operations, asset management including acquisition, inventory and disposal. This position may be required to take business calls and provide service periodically outside normal business hours.
DUTIES AND RESPONSIBILITIES (not listed in order of priority)
1. Complete and maintain vehicle preventative maintenance plans for the corporate fleet as assigned, create measuring points, create measuring documents, preventative maintenance tasks list, as per the County Preventative Maintenance Plan in approved system.
2. Produce vehicle expense and mileage reports for clients across the corporation as required and provide analysis of dataindicating anomalies and problem areas for management follow-up.
3. Troubleshoot and make recommendations towards the development of the fleet management system to achieve efficiencies and enhance fleet operations.
4. Act as first point of contact for assigned customer vehicle and asset issues; liaise with vendors, vehicle maintenance and IT staff to provide resolution, follow up on open issues and provide closure.
5. Assist with the vehicle accidentinvestigations while maintaining confidentiality as appropriate.
6. Monitor scheduled preventative maintenance and unplanned breakdown events for assigned customers, react in a timely manner to provide appropriate vehicle coverage as required. Determine level of vehicle defects and “Vehicle Off Road” while notifying affected supervisors.
7. Provide assistance and user support to staff with regards to the fleet management system including troubleshooting, system maintenance and work plan development.
8. Act as a liaison between departmental staff and external and internal contacts on operational issues including resolution of invoice discrepancies, co-ordination of new vehicle process, insurance coveragechanges and set-up vehicle preventative maintenance plans.
9. Process vehicle and asset disposals within the inventory, fuel and fleet management systems, ensuring proper closure of files and maintenance of records.
10. Create purchase orders and procurement documents, monitor open transactions through to completion, and communicate with suppliers, customers and management on the status and delivery of goods and services and receive and update information using approved systems.
11. Co-ordinate annual vehicle licence plate renewals and annual emission testing with all County vehicles.
12. Maintain Fuel Management System, including the issuance of fuel cards, troubleshoot system failures, data entry, run consumption reports, reconciliation of tank dips to fuel issues, add and remove vehicles, daily polling of the system and the completion of fuel savings reports.
13. Administer the County’s On-Line Auction Website, act as key contact including registering applicants, posting assets for auction, liaison with local municipalities, photograph assets, co-ordinate the auction, contact highest bidders, collect funds, issue receipts, deal with public and customer resolutions, recommend and co-ordinate upgrades to the auction site and processes.
14. Monitor, utilize and maintain the GPS/AVL vehicle tracking systems/telematics and identify and coordinate repairs, advising effected departmental staff as required, oversee upgrades.
15. Monitor customer service request system for new incidents, schedule, redeploy, move and coordinate the preventative maintenance and unplanned repairs of all vehicles, resolve in a timely manner.
16. Conduct asset inventories or cycle counts at various County facilities and locations, reconcile to system inventory, troubleshoot variances and reconcile to physical counts. Physically move or coordinate the move of assets as required.
17. Provide guidance and training to students or administrative staff with regards to fleet and asset assignments as required.
18. Planning the maintenance and responding to breakdowns of emergency vehicles in accordance with theMOH and County policies and procedures while ensuring mandated vehicle operational levels are maintained.
19. For PS vehicle breakdowns and suspected mechanical issues day to day, determine level of vehicle defect and “code 9” or redeploy if required while notifying CACC and affected supervisors verbally or through on-line systems and processes. Re-deploy vehicles as required to provide optimum operational coverage. In rare "critical need” situations consult with and make recommendation to PS operations who shall determine Code 9 Status.
20. Provide “on call” support after normal working hour response to repair vendors and Paramedic Service supervisor’s requests as required.
21. Provide vehicles for Paramedic Service events: parades, PR events, Toy Drives while re-deploying vehicles for operational coverage notifying supervisors of the movements verbally or through on-line systems and processes.
22. Conduct driver and remedialdriver training and specialty vehicle driver training as required.
23. Audit driver’s log books and conduct training as required.
24. Administer the Mitchell One system, providing on-going training and support to County mechanics
25. Establish, maintain, revise and update vehicle and asset files/ records in accordance with County policies.
26. Utilize and reconcile County purchasing card(s) and create/receive purchase orders using Systems Applications and Products (SAP). Review invoices and work with vendors for price reduction when work is not completed correctly.
27. Assist with or perform vehicle movements and deliveries as required.
28. Liaise with vehicle repair vendors regarding repairs, warranty repairs and recalls.
29. Promote Health and Safety issues with respect to vehicle and heavy equipment operations.
30. Special projects and other duties as assigned, including redeployment in emergency situations.
31. Comply with provincial and County occupational health and safety legislation, regulations, policies and procedures.
32. Maintain confidentiality in accordance with the Municipal Freedom of Information and Protection of Privacy Act.
CORPORATE COMPETENCIES
Has knowledge of and demonstrated ability in our corporate competencies:
• Acts with the Customer in Mind
• Ensures Accountability
• Continuously Seeks to Improve Work Processes
• Collaborates
• Communicates with Impact
• Is Resilient
EDUCATION, TECHNICAL SKILLS AND CERTIFICATION
• Completion of a recognized Fleet Management or Automotive Business program at a Community College. This job may be considered for educational equivalency in accordance with County Policy.
• Ability to act independently with minimal supervision and as part of a team.
• Excellent written and oral communication skills.
• Excellent organizational and time management skills with an ability to learn and operate in a fast paced, multi-functional environment where priorities change regularly.
• Highly motivated with strong customer service skills.
• Ability to exercise discretion and maintain confidentiality.
• Capable of working well under pressure.
• Strong interpersonal and communication skills with the ability to work effectively with, and communicate progress to a wide range of managers, directors, supervisors and staff.
• Comprehensive computer skills (i.e. Fuel Systems, On-Line Auction, on-line vehicle diagnostic system, Microsoft Word, Excel, Outlook, SAP PM system).
• Strong working knowledge of vehicle mechanical, electrical and telematic systems.
• In-depth knowledge of the Ontario Highway Traffic Act, the Ontario Ambulance Act and the Ontario Provincial Land Ambulance & Emergency Response Vehicle Standards.
• In-depth knowledge of a heavy equipment fleet operations, heavy truck fleet operations and light vehicle operations.
• Possess a valid G driver’s license, and a valid “F” driver’s license, and access to reliable vehicle.
• Criminal records check that is less than 6 months old at time of hire.
EXPERIENCE
• Minimum three (3) years experience in a related position.
• Experience driving various vehicles including buses and the operation of emergency vehicles would be an asset.
• Experience using Mitchell 1 or other mechanic systems for estimating repair times, maintenance process, and diagnostic information.
• Experience coordinating an emergency vehicle fleet would be an asset.
• Administrator experience operating a web based fuel management system, reconciling monthly fuel issues, developing and running reports, diagnosing defects and making repairs would be an asset.
• Experience investigating vehicle accidents and determining causes would be an asset.
• Administrator experience operating a web based auction site, handling cash, dealing with the public while providing excellent customer service would be an asset.
EFFORT
• Mental and visual effort required when reading and preparing documents and work orders, switching between computer screens running multiple systems simultaneously, reviewing invoices, service request and completed work orders
• Ability to lift/move heavy assets, up to 30 pounds in weight.
WORKING CONDITIONS
• May be exposed to dust, dirt, fumes, etc., while at a garage.
• Office environment with regular travel year round within County and surrounding area to internal and external partners.
• Will be required to inspect vehicles and assets at working sites which may include landfill sites, garages, ambulance stations and vehicle accident sites.
• May be exposed to various weather conditions and bio-hazardous material while working in emergency vehicles and debris at landfill sites.
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