Fleet Administrative Operations Coordinator (Monday - Friday 8:55am - 5:25pm)
Georgia Institute of Technology, Atlanta, GA, United States
Job Summary
The Fleet Admin Operations Coordinator is the first point of contact for the fuel card program, vehicle accidents and Department of Administrative Services (DOAS) vehicle programs and compliances measures for state-owned vehicles and equipment. This position encompasses organization of office services within area including coordinating calendars, meetings and events, procurement, and report preparation.
This position will interact on a consistent basis with unit management and staff, vendors, office visitors, and state officials.
This position will advise and counsel staff, vendors.
supervise: N/A.
Responsibilities
Administer and monitor the campus fleet's accident and glass repair protocols and procedures. This contains Net-Claims reporting paperwork, photos, damage appraisals/estimates, and post-repair inspections.
Administer and monitor the GT Fuel Card Program's for compliance. Authorizing and canceling campus users, fuel card ordering, processing, retaining applications, monthly fuel statements, internal auditing, and daily financial activity monitoring are all part of the state's fuel card program. Preparing and disseminate monthly fuel reports and statements for the departments and maintaining the two training modules (Class C operator and fuel card PIN) are also included this role.
Ensure campus compliance by administering and overseeing Department of Administrative Services (DOAS) fleet policies and University System of Georgia/Board of Regents motor vehicle use programs. The Institute's GPS program, "Report My Driving," VITAL (ARI), Roadside Assistance, and DOAS fuel card acknowledgements are among these programs.
Serve as administrator for the Fleet Management Information System. Maintain vehicle e-filing system, ensuring all vehicles and operators documentation is properly filed.
Process invoices, reconcile fleet expenses, prepare purchase orders and other pertinent documentation to ensure appropriate invoices for accident repairs.
Plan meetings and other events, schedule reservations, and make travel arrangements; prepare reports, conduct audits for compliance with DOAS policy.
Perform other related duties as assigned.
Educational Requirements
Technical Diploma, Associate's degree or equivalent combination of education and experience.
Required Qualifications
Technical Diploma, Associate's degree or equivalent combination of education and experience.
Other Required Qualifications
Certifications or licenses required for this job: Must have a valid State driver's license with a motor vehicle record acceptable by Georgia Tech's standards.
Required Experience
Two to three years of job-related experience.
Preferred Experience
Previous customer service experience in the automotive industry at a repair facility, auto dealership or auto parts store preferred.
Preferred Qualifications
Previous customer service experience in the automotive industry at a repair facility, auto dealership or auto parts store preferred.
Abilities
Demonstrates ability to establish effective working relationships with co-workers and management.
Knowledge, Skills, & Abilities
Knowledge of basic automotive/equipment preventive maintenance principles.
Knowledge of auto claims process.
Proficient knowledge of Microsoft Office, especially Excel.
Proficient in computer operations and a wide range of software applications.
Demonstrates proficient office administration, including budget oversight, fleet management best practices, document preparation, software and records management, problem-solving, and organizational efficiency. Strong attention to detail with advanced analytical and troubleshooting skills.
Equal Employment Opportunity
The Georgia Institute of Technology (Georgia Tech) is an Equal Employment Opportunity Employer. The Institute is committed to maintaining a fair and respectful environment for all. To that end, and in accordance with federal and state law, Board of Regents policy, and Institute policy, Georgia Tech provides equal opportunity to all faculty, staff, students, and all other members of the Georgia Tech community, including applicants for admission and/or employment, contractors, volunteers, and participants in institutional programs, activities, or services. Georgia Tech complies with all applicable laws and regulations governing equal opportunity in the workplace and in educational activities. Equal opportunity and decisions based on merit are fundamental values of the University System of Georgia ("USG") and Georgia Tech. Georgia Tech prohibits discrimination, including discriminatory harassment, on the basis of an individual's race, ethnicity, ancestry, color, religion, sex (including pregnancy), national origin, age, disability, genetics, or veteran status in its programs, activities, employment, and admissions. Further, Georgia Tech prohibits citizenship status, immigration status, and national origin discrimination in hiring, firing, and recruitment, except where such restrictions are required in order to comply with law, regulation, executive order, or Attorney General directive, or where they are required by Federal, State, or local government contract.
Other Information
This is not a supervisory position. This position does not have any financial responsibilities. This position will be required to drive. This role is not considered a position of trust. This position does not require a purchasing card (P-Card). This position will not travel. This position does not require security clearance.
Position Details
Job Grade: C7
Pay Range: $21.83 - $29.69
Salary will commensurate with experience and education
Location: Atlanta, GA
Shift - Monday - Friday 8:55am - 5:25pm
Background Check
Successful candidate must be able to pass a background check. Please visit http://policylibrary.gatech.edu/employment/pre-employment-screening
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The Fleet Admin Operations Coordinator is the first point of contact for the fuel card program, vehicle accidents and Department of Administrative Services (DOAS) vehicle programs and compliances measures for state-owned vehicles and equipment. This position encompasses organization of office services within area including coordinating calendars, meetings and events, procurement, and report preparation.
This position will interact on a consistent basis with unit management and staff, vendors, office visitors, and state officials.
This position will advise and counsel staff, vendors.
supervise: N/A.
Responsibilities
Administer and monitor the campus fleet's accident and glass repair protocols and procedures. This contains Net-Claims reporting paperwork, photos, damage appraisals/estimates, and post-repair inspections.
Administer and monitor the GT Fuel Card Program's for compliance. Authorizing and canceling campus users, fuel card ordering, processing, retaining applications, monthly fuel statements, internal auditing, and daily financial activity monitoring are all part of the state's fuel card program. Preparing and disseminate monthly fuel reports and statements for the departments and maintaining the two training modules (Class C operator and fuel card PIN) are also included this role.
Ensure campus compliance by administering and overseeing Department of Administrative Services (DOAS) fleet policies and University System of Georgia/Board of Regents motor vehicle use programs. The Institute's GPS program, "Report My Driving," VITAL (ARI), Roadside Assistance, and DOAS fuel card acknowledgements are among these programs.
Serve as administrator for the Fleet Management Information System. Maintain vehicle e-filing system, ensuring all vehicles and operators documentation is properly filed.
Process invoices, reconcile fleet expenses, prepare purchase orders and other pertinent documentation to ensure appropriate invoices for accident repairs.
Plan meetings and other events, schedule reservations, and make travel arrangements; prepare reports, conduct audits for compliance with DOAS policy.
Perform other related duties as assigned.
Educational Requirements
Technical Diploma, Associate's degree or equivalent combination of education and experience.
Required Qualifications
Technical Diploma, Associate's degree or equivalent combination of education and experience.
Other Required Qualifications
Certifications or licenses required for this job: Must have a valid State driver's license with a motor vehicle record acceptable by Georgia Tech's standards.
Required Experience
Two to three years of job-related experience.
Preferred Experience
Previous customer service experience in the automotive industry at a repair facility, auto dealership or auto parts store preferred.
Preferred Qualifications
Previous customer service experience in the automotive industry at a repair facility, auto dealership or auto parts store preferred.
Abilities
Demonstrates ability to establish effective working relationships with co-workers and management.
Knowledge, Skills, & Abilities
Knowledge of basic automotive/equipment preventive maintenance principles.
Knowledge of auto claims process.
Proficient knowledge of Microsoft Office, especially Excel.
Proficient in computer operations and a wide range of software applications.
Demonstrates proficient office administration, including budget oversight, fleet management best practices, document preparation, software and records management, problem-solving, and organizational efficiency. Strong attention to detail with advanced analytical and troubleshooting skills.
Equal Employment Opportunity
The Georgia Institute of Technology (Georgia Tech) is an Equal Employment Opportunity Employer. The Institute is committed to maintaining a fair and respectful environment for all. To that end, and in accordance with federal and state law, Board of Regents policy, and Institute policy, Georgia Tech provides equal opportunity to all faculty, staff, students, and all other members of the Georgia Tech community, including applicants for admission and/or employment, contractors, volunteers, and participants in institutional programs, activities, or services. Georgia Tech complies with all applicable laws and regulations governing equal opportunity in the workplace and in educational activities. Equal opportunity and decisions based on merit are fundamental values of the University System of Georgia ("USG") and Georgia Tech. Georgia Tech prohibits discrimination, including discriminatory harassment, on the basis of an individual's race, ethnicity, ancestry, color, religion, sex (including pregnancy), national origin, age, disability, genetics, or veteran status in its programs, activities, employment, and admissions. Further, Georgia Tech prohibits citizenship status, immigration status, and national origin discrimination in hiring, firing, and recruitment, except where such restrictions are required in order to comply with law, regulation, executive order, or Attorney General directive, or where they are required by Federal, State, or local government contract.
Other Information
This is not a supervisory position. This position does not have any financial responsibilities. This position will be required to drive. This role is not considered a position of trust. This position does not require a purchasing card (P-Card). This position will not travel. This position does not require security clearance.
Position Details
Job Grade: C7
Pay Range: $21.83 - $29.69
Salary will commensurate with experience and education
Location: Atlanta, GA
Shift - Monday - Friday 8:55am - 5:25pm
Background Check
Successful candidate must be able to pass a background check. Please visit http://policylibrary.gatech.edu/employment/pre-employment-screening
#J-18808-Ljbffr