Fleet & Compliance Specialist (Administrative)
POSITION SUMMARY: Provides administrative support functions related to the activities and operations of Birkey's Farm Store, Inc. fleet of vehicles and the trucking department.
ESSENTIAL DUTIES:
- Ensure fleet compliance including yearly renewal of fleet licensing, IFTA reports, mileage reporting, quarterly and annual tax filings as well as other tax filings related to Birkey's fleet, and proper licensing on all new vehicles and trailers added to the fleet.
- Manage and administer fleet management software for the company and all other aspects of fuel services, including the approval of monthly fuel charges and ordering/distribution of vehicle fuel cards.
- Oversee the sale of used vehicles as provided by COO, reporting and supporting documentation to Accounting Manager.
- New vehicle sales documentation and set up.
- Quarterly and annual tax preparation and registration for large fleet vehicles
- Oversee I-Pass account for company vehicles.
- Maintain vehicle list and provide updates to Insurance provider for vehicle sales, purchases, accidents, etc.
- Manage driver incentives, safety glasses and boots.
- Monitor and review vehicle inspections.
- Manage vehicle recalls.
- Coordinate and schedule vehicle repairs and company branding after an accident occurs.
- Create and maintain list of Company fuel pin numbers.
- Billing for the trucking department
- Assist in development, proposals, and implementation of approved processes for managing trucking department time and billing costs, as well as cover for trucking manager when out of office.
- Maintain calendars for use of administrative office vehicles and their maintenance.
- Maintain a safe working environment and adhere to company safety program at all times.
- Performs other duties as assigned.
QUALIFICATION REQUIREMENTS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND EXPERIENCE:
Capable of setting work priorities and working independently in the absence of supervision and able to understand and carryout oral and written directions. Must have the ability to maintain high degree of motivation in team members to retain focus of providing highest level of customer satisfaction.
The individual should have minimum of 2 years of related experience, steady work record, and must be able to perform each of the essential position functions.
PHYSICAL REQUIREMENTS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Ability to get around the corporate office for various tasks.
- The employee would normally lift or move up to 10 lbs. and occasionally lift or move up to 25 lbs.
- Ability to tolerate up and down movement with bending or stooping including reaching above and below shoulder height with arms and hands.
- Ability to sit for extended periods of time.
- Ability to operate office equipment, as necessary.
- Must meet health assessment requirements.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- While performing the duties of this job, the employee is occasionally exposed to dust and noise.
- The noise level in the work environment is usually moderate.
- While performing duties, the employee will be subject to indoor heating and air conditioning conditions.
- While performing the duties of the job, the employee will perform extensive keystroke tasks.
