Fleet Administrative Coordinator

ECS Group of Companies is offering an exciting opportunity for a talented Fleet Administrative Coordinator to join our team. This role is responsible for full-lifecylce fleet processes from purchase to disposal and manages the day-to-day tasks associated with fleet activities.

Key Responsibilities

• Serve as primary contact for day-to-day fleet administration processes, assisting drivers, managers and vendors by answering inquiries, providing accurate information and delivering prompt responses.
• Monitor and respond to all Fleet inbox requests.
• Monitor and track accuracy of vehicle records, including maintenance of internal vehicle files.
• Administer WEX fuel system, including assigning and entering new fuel PIN requests and coordinating with CorpHR for cancellation of PINs for terminated employees, ordering replacement fuel cards in case of lost, stolen or damaged cards. Verify against list of at risk drivers prior to issuance of fuel PINs.
• Coordinate company-wide distribution of new fuel cards every three years in conjunction with physical audit of all fleet rolling stock.
• Facilitate purchase of all new vehicles, including coordination of purchase with local office, Finance, and vendor and upon notification of delivery from vendor, including but not limited to: license plates, registration documents and/or stickers, fuel cards, insurance cards, maintenance cards, safety stickers and GPS monitoring stickers, GPS units and/or cameras, first aid kits and/or fire extinguishers, as required or requested, updating vehicle list with vendor(s) as appropriate and maintaining accurate vehicle files.
• Coordinate disposal of vehicles, upon notification from the local office, including but not limited to: removal of license plate(s), registration and insurance information, fuel card and maintenance card deactivation, confirmation of removal of sticker(s), GPS units and/or camera removals, and/or other company property as appropriate, and updating vehicle list with all vendors as appropriate and maintaining accurate vehicle files. (requesting title as appropriate.)
• Facilitate receipt of proper paperwork with Finance on all fleet vehicle purchases, disposals and/or transfers for fixed asset reporting.
• Support onboarding of vehicle assets from new company acquisitions.
• Process vendor invoices for payment, including maintenance, fuel, rentals, etc.
• Upload detailed and allocated invoicing information for monthly maintenance, fuel and rentals to company intranet.
• Coordinate toll and citations payments with local offices.
• Coordinate annual personal vehicle mileage recording with Payroll and local offices.
• Track and coordinate registration renewals, maintenance and safety recall repairs with local office(s).
• Participate with regular meetings with maintenance and/or purchasing vendor(s).
• Annually request and review Motor Vehicle Driving Records of all ECS employees, under direct oversight of CorpHR, DOT & Fleet Administrator and Corporate Director of Safety.
• Liaise with insurance broker to ensure proper insurance coverage is maintained for all fleet rolling stock.
• Communicate corporate branding requirements to local offices for implementation on all new purchases and/or transfers.
• Facilitate corporate vehicle rental program.
• Assist DOT/Fleet Compliance Administrator with GPS tracking and/or driver monitoring.
• Coordinate with local offices for auto glass replacement claims with auto glass vendor.
• Upload monthly updated listing of company vehicles to the incident reporting system.
• Other administrative duties as assigned.

Key Qualifications

• High School or GED required
• Minimum 2 years of administrative experience
• Must be able to pass criminal background check
• Familiarity with Paylocity and/or Applications International preferred
• Familitary with general safety principles preferred

ECS Group of Companies (ECS) was founded in 1988 with the goal to raise the standards of professional engineering consulting. Today, we are a leader in geotechnical, construction materials, environmental and facilities consulting services. We are employee-owned with more than 2,800 employees in 100+ offices and testing facilities coast to coast. ECS is currently ranked #64 in Engineering News-Record's Top 500 Design Firms (April 2024), #144 in Engineering News-Record's Top 200 Environmental Firms (October 2024) and #28 in Zweig Group's Hot Firm List (June 2024). For additional information about ECS click here.

We love our employees and we show this through providing some great benefits, including paid time off, health and other insurance plans, retirement and college savings plans, and more. Click here to learn more about the great benefits at ECS.

ECS is an Equal Opportunity Employer. This means that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.