Job Summary:

Within Guest Services Division, performs multiple complex administrative functions for automotive operations and overall fleet management.  Responsibilities include both defined tasks and project-based tasks to support DOE and the Government Services Administration (GSA) Fleet Management program of work orders for government-owned leased vehicle repairs sited as Brookhaven National Laboratory (BNL).  Seeks multi-step approval process for vehicles from initial authorizations through to final disposition and closeout. Within assigned fleet programs, will plan, coordinate and set own priorities with independence.   Under minimal guidance, will research, investigate and resolve matters and adjust work as priorities shift on a daily and weekly basis.   Regularly communicates and interacts with supervision and internal and external contacts.

Reports to the Fleet Supervisor and works collaboratively with the Motor Pool Supervisor.

Responsibilities:

Works closely with GSA shared service program for intake, disposition and closure of fleet work orders and repairs.  Obtains work authorization from GSA. Verifies recovery of payments from GSA to fleet management.

Maximize use of fleet management system with dashboard metrics to track, allocate resources and generate reporting.  Create opportunities to streamline and analyze fleet operations, reduce costs and increase productivity from the system.  Identify trends and inform management of same.

Rotate into the field for weekly mobile car washing program. Acts as good steward of fleet interior and exterior vehicle conditions.  Related responsibilities include managing pricing, obtaining invoices, track, manage and communicate car washes and ensuring fleet cleanliness as weather permits.

Responsible for collecting fuel metrics through readings and reporting, on fuel consumption and reconciliations.  Ensures site-based compliance and strict adherence to mitigate risk associated with fuel efficiency to keep operational costs in check.  Produces 10-day report for BHSO and GSA and other related reposts for the GSA leasing model requirements. Handles requirements for compliance to local, state and federal regulations.

Expected to perform vehicle visual inspections each month (est. 20 per month) and cover whole fleet in a year cycle time.  Includes surveillance of vehicles for damages, spotting defects, checking tire conditions and if vehicle keys are intact.

Assists supervisor with accident tracking and repair management as needed. Performs weekly leak testing and monthly tank inspections.

Performs all other related duties as directed by supervisors and goals generally set by same.

Required Knowledge, Skills and Abilities:

A bachelor’s degree with relevant coursework, specifically related to the position requirements may offset qualifying experience on a 2:1 (experience: college) years. Courses in accounting, business analytics, databases, mathematics, etc. may be considered.

Formal office administration training.

Experience working within the automotive industry or comparable position. 

Work experience including but not limited to rental car agencies, lease agencies, car dealerships, etc. Work in dealership operations, inventory management, vehicle financing, warranty and service contracts is also relevant.

Proficiency with Microsoft Office is essential.

Ability to perform basic accounting, detailed reconciliations and financial reviews ensuring reimbursement of funds due to fleet operations.

Demonstrated ability to assist leading system administration for centralized fleet management software systems.

Demonstrated ability to enter data with a high degree of accuracy with goal of error-free entry.

Strong communication, customer service and telephone skills which is essential to successful repair management.

Knowledge of a wide array of vehicles such as low speed vehicle, automotive, light, medium and heavy-duty truck to order parts.

Ability to communicate and relay diagnostics and mechanical vehicle issues as conveyed by repair technicians for vehicle dispositioning.

Must be able to function both independently and as a team member. Strong collaboration and interpersonal skills.  Willingness to work closely with supervisors, repair technicians and other team members to achieve common goals.

Ability to write clear and concise communications especially emails.

Demonstrated ability to quickly learn work order and automotive tracking/accounting systems (i.e. Maximo and Fleetio).

Preferred Knowledge, Skills and Abilities:

Familiarity with DOE Orders and GSA Regulations governing BNL’s fleet management.

Brookhaven Laboratory is committed to providing fair, equitable and competitive compensation. The full salary range for this position is $65,650- 95,200 a year. Salary offers will be commensurate with the final candidate’s qualification, education and experience and considered with the internal peer group.