Damuth Trane (Voted as one of the Best Places to Work in Virginia for 2021) is seeking a Fleet Administrator for our office in Chesapeake, Virginia.
**Damuth Trane has provided comfort solutions for commercial, industrial, educational, government, and healthcare facilities since 1970. As the local Trane franchise, Damuth Trane represents a full line of HVAC equipment, service, controls and parts. Damuth Trane has been honored as one of the Best Places to Work in Virginia since 2011.
Primary Role
To provide Damuth's 5-Star Experience to internal and external customers by meeting customer needs and commitments. This role will identify, assess, and prioritize risks by managing fleet maintenance records and registrations, along with prequalification of Subcontractors to ensure compliance with laws and regulations.
Essential Duties and Responsibilities *Other duties may be assigned.
Manage Company Fleet
Manage acquisition of fleet assets including supply chain evaluation, developing replacement strategy to achieve most economical vehicle life, and communication with all parties/vendors (external & internal) involved.
Manage disposal of fleet assets to achieve maximum return on investment, ensure removal of vehicle from insurance coverage; notifications to state & local agencies (DMV & local tax department); follow up for eligible reimbursements/refunds.
Coordinate vehicle assignments/deployments & items needed for new hires & vehicle changes.
Maintain & update fleet procedures as needed; develop fleet/vehicle training content & distribute to associates/post in company resource locations.
Ensure vehicle documentation is renewed (i.e., DMV registrations, insurance, etc.) and distribute to associates as needed.
Set up new vehicles in appropriate databases/systems (i.e., Fleet Maintenance vendor, WEX Fuel program, EZ Pass, etc.)
Coordinate vehicle changes/transfers/departures, including updating internal databases/systems, vehicle numbering changes, updating vendor databases & communicate changes to internal team.
Inspect/assess vehicles (including those returned by departed associates/resulting from position changes) to assess mechanical condition and cleanliness meet Damuth standards. Ensure vehicles are cleaned/ready for re-deployment.
Monitor/manage & assist as needed with Damuth vehicle appearance requirements for items i.e., graphics & hub caps; order hub caps for drivers as needed. Periodic review of virtual inspections submitted via FormsPro.
Review fleet maintenance vendor requests for repair authorization; review & approve monthly invoices for repairs.
Assist drivers as needed with items such as glass repairs & unusual maintenance situations/requests.
Review & approve monthly fleet fuel invoices
Review, code & approve vehicle tax bills as needed.
Monitor vehicles overdue for maintenance to ensure driver compliance with Damuth maintenance requirements.
Manage spare fleet & track/assign required maintenance i.e., State inspections, oil changes, etc.
Manage/monitor vehicle recalls (distribute to drivers & follow up to ensure necessary follow up & completion by driver).
Manage/maintain GPS database to ensure vehicles, drivers & locations are current.
Create and maintain reports and metrics as needed by leadership to evaluate fleet driving trends.
Maintain Fleet Policy & points program, in conjunction with HR.
Manage vehicle accident claims, including obtaining required information to report claim to insurance carrier, repairs completed, and monitor claim status.
Manage compliance of Subcontractors
Distribute qualification packages, receive completed packages, review and document gaps in submissions for all subcontractor packages.
Communicate with subcontractors and project teams regarding the status of documentation required and open issues with documentation submitted for review.
Obtain an understanding of subcontractor scope to help evaluate manage risk.
Ensure Subcontractor status is current and up to date.
Review Certificate of Insurance submitted by Subcontractors.
Manage Subcontractors COI's.
Qualifications
Education and Experience
Required - High School diploma or equivalent
Preferred - BA/BS in business field or other related degree
Preferred - Minimum 2 years of relevant experience; including experience managing fleet programs, regular vehicle maintenance requirements, inventory methods and procedures.
Required - Proficiency in MS Office software applications, specifically Word and Excel
Required - Excellent math, analytical, and problem resolution skills.
Required - Excellent proofreading and editing skills.
Required - Detail oriented with strong organizational skills.
Required - Ability to communicate both written and orally.
Required - Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures or governmental regulations.
Required - Ability to write reports, business correspondence, and procedure manuals.
Required - Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Physical Requirements
While performing the duties of this job, the employee is regularly required to talk and hear, walk, sit, and use hands to operate computer keyboard and telephone.
The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel or crouch.
The employee may frequently lift and/or move up to 15 pounds and occasionally lift and/or move up to 25 pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus.
Other Requirements
Required - Ability to pass drug screening
Required - Ability to pass formal background check
Required - Able to prove U.S. Employment eligibility
Required - Willing to travel locally as required
Required - Flexibility to work overtime/weekends, as needed
Work Environment
This position works in a typical office environment
The noise level in the work environment is usually moderate
This position may visit customer job sites periodically
In addition to office environments at these sites, these visits may require access to other environments with higher noise or may involve ability to climb ladders.
How to Apply
Go to the following website and apply online: http://www.damuth.com/careers/
Please note that applications and resumes are accepted online only. If you do not have access to the internet, you may use the online resources at our main office. Please call Human Resources at (757) 558-0200 in advance to schedule an appointment to apply.
Damuth Trane is an at-will employer; employed associates and Damuth Trane are free to end the employment relationship at any time, with or without notice or cause.
EOE including Disability/ Vets, Drug Free Workplace
EEO Statement The Company is an equal opportunity employer as well as a government contractor that shall abide by the requirements of 41 CFR 60-300.5(a), which prohibits discrimination against qualified protected Veterans and the requirements of 41 CFR 60-741.5(A), which prohibits discrimination against qualified individuals on the basis of disability.
Benefits
Medical Insurance
Dental Insurance
Vision Insurance
Life Insurance
Disability Insurance (Company Paid)
Paid Time Off (Sick and Vacation Time)
Short and Long Term Disability (Company Paid)
Maternity and Paternity Leave
Jury Duty Pay
Bereavement Leave
401(k) and Profit Sharing Plan
...and more!
