Fleet Vendor Coordinator - Full-time

Description

Purpose:

§ Responsible for managing all outside service vendors. Schedule and coordinate o utside vendor work orders, preventive maintenance inspections, and repairs to maintain DOT compliance and regulations. Process service account payments and tracking. Assist in the setup and completion of quarterly parts inventory counts. Train mechanics as needed.

Tasks include:



· Ensure on-going data integrity.

· Responsible for the on-going administration of outside service vendors:

o Input and retrieval of data in SAP and SAP EAM – Work orders.

o Perform fleet asset transfers in SAP EAM.

· Responsible for outside service payment & tracking

o Process service invoices in SAP

o Manage and track vendor payments

· Responsible for outside service vendor relations & performance analysis

o Vendor qualification analysis for use by DPSG

o Audit work performed by outside vendor

o Trend Analysis

o Recommendations to fleet managers based on report findings

· Region point of contact for all on-road breakdowns at outside service locations:

o Receive calls from branches experiencing on-road Fleet related problems

o Provide diagnosis of problems & recommend solutions

o Create & properly execute outside service breakdown work orders

o Dispatch outside service, tow truck, or Fleet Shop Technicians

o Provide closed loop communication with branch and fleet teams regarding the disposition of broken down equipment

· Region point of contact for SAP EAM material number parts requests

o Receive and process daily requests for new SAP material numbers

o Audit all SAP material number requests for accuracy

o Create material numbers in SAP Master Data on a daily basis

o Communicate new SAP material numbers to entire fleet team

· Fleet Department Training

o Provide training as needed on SAP & SAP EAM systems

o Provide training as needed on Fleet Diagnostic Programs

o Provide training as needed on Preventive Maintenance Inspections

On-Going responsibilities include:

· Fleet EAM system – Assist in the resolution of system errors to maintain PM compliance, parts inventory levels, and meet Fleet objectives.

· Asset Disposal – Assist in the timely disposal of retired fleet assets.

· Warranty – Process and track warranty through Fleet EAM Program.

· Training – Provide SAP EAM training to all Fleet employees.

Accountabilities:

§ Assist in the management of the EAM program and on-going system activities in regards to outside service vendors.

§ Oversee the processing & tracking of service vendors purchase order routing and approvals.

§ Ensure compliance & track all outside service PM’s / repairs to maintain 100% compliance at all times.

Qualifications

§ Prefer a college degree in business or prior experience related to Fleet Operations.

§ Strong technical knowledge of fleet maintenance operations, vehicle repairs & inspections.

§ Requires good communication skills, both verbal and written.

§ Must possess strong computer skills - Microsoft Office.

§ Must have prior experience with SAP and willing to further SAP skill set.

§ Requires knowledge of CHP / DOT regulations.

§ Ability to develop and implement program procedures.

§ Exceptional organizational skills and the ability to prioritize departmental functions in order to meet deadlines.

§ Ability to work effectively and efficiently both independently and in a team environment.

§ Excellent inter-personal skills.

§ Possess quick problem solving capabilities.

§ Be able to adapt to business changes.

Key Performance Indicators:

§ On-time execution of PM work orders for outside service vendors.

§ On-time execution of repair work orders for outside service vendors.

§ All work orders processed with a high degree of accuracy.

§ On-time payment of all fleet outside service invoices.

§ On-time publication of warranty reports.

Key Relationships:

§

§ Accounts Payable & Receivable

§ Equipment manufacturers and fleet support vendors

§ Rental/leasing companies and outside service providers

Area of Responsibility:

§ Sales and Ops field teams

§

§ Region and Corporate fleet team

Values in Action:

§ Accountable

§ Customer Centric

§ Transparent and Honest

§ Inspect what we expect

§ Own the decision

§ No blame fixing



Note: This job description should not be construed to imply that these requirements are the exclusive standards of the position. Employees will follow any other instructions, and perform any other related duties, as may be required by their manager.