Fleet & Inventory Coordinator
8 days ago
Columbia
Job Description COME AND JOIN THE CH TEAM BECAUSE OUR WORK MAKES A DIFFERENCE!!! Columbia Housing offers a very generous benefits package, including: • Health, • Dental, • Vision, • Term Life Insurance, • Long-term disability, • Flexible Spending Accounts, • State Retirement*, • 401K and 457 Plans, • Annual Leave Accrual, • Sick Leave Accrual, • 13 paid holidays, • FREE gym membership, • Alternative Work Schedule Options (including a 4-day workweek), if applicable, • Employee Assistance Program All activities must support Columbia Housing’s (“CH”) mission, strategic goals, and objectives. Essential Duties and Responsibilities The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed. FLEET • Coordinates the vehicle fleet maintenance program, as directed by the SVP of Property Management and Maintenance Operations, while adhering to the requirements of the Department of Transportation (DOT)., • Develops and maintains schedules for vehicle maintenance and repairs. Coordinates with approved mechanics to arrange maintenance and repair services for vehicles., • Maintains all information pertaining to the vehicles, including their make and model, purchase date, current mileage, and any outstanding repairs that need to be made., • Coordinates vehicle reservations, usage, and maintenance requests., • Coordinates transportation for CH staff; receives requests for transportation; maintains proper documentation of requests., • Manages driver vehicle assignments and ensures compliance with all relevant regulations and standards., • Monitors and tracks vehicle inventory to ensure adequate supply levels., • Performs periodic vehicle inspections to ensure that they are in good working order., • Ensures that all CH vehicles are insured and registered, and that proper documentation is included in each vehicle’s compartment., • Assists Capital Assets with coordinating with insurance companies to file claims for damaged vehicles., • Reports vehicle accidents or any other incidents involving company vehicles to supervisor, human resources and Capital Assets., • Works with the human resources department to schedule employee training on company vehicles and/ or equipment., • Works with human resources on ensuring employees involved in accidents are taken to appropriate location for testing., • Coordinates with the accounting department to arrange for payment for services rendered on vehicles., • Prepares records on vehicle use following DOT requirements., • Maintains transportation plan and log according to DOT requirements., • Inspects vehicles regularly according to DOT requirements and manufacturer specifications., • Coordinates with management to develop and implement policies and procedures related to fleet management., • Monitors and analyzes fleet data to identify opportunities for improvement., • Establishes and maintains inventory control by ensuring inventory stock levels are appropriate;, • Maintains records of all inventories; research vendors cost and budget to recommend purchasing of supplies and materials; places approved orders; receives and tracks invoices;, • Assists with transferring inventory between sites and issues out inventory as needed., • Meets with vendors to acquire new products and places new orders, with approval., • Coordinates inventory deliveries, while managing inventory and maintaining databases and filing system., • Coordinates and scheduling the movement and storage of inventory to and from the appropriate locations;, • Identifies and reports slow-moving or inventory not used and with approval, arranges for the removal of the inventory., • Performs complete inventory checks of all stock and supplies, at least twice a year., • Ensures all documentation related to inventory flows is complete, accurate and filed correctly., • Identifies, analyzes and addresses gaps in inventory needs and processes, while documenting all related activities and completing forms and reports., • Assigns delivery/pickup stations and oversees the loading and unloading of deliveries., • Marks inventory with identifying information and organizes and sorts inventory according to category; tracks and manages inventory by completing regular cycle counts, • Identifies potential inventory shortages and communicates with supervisor;, • Receives and verifies accuracy of incoming inventory and resolving any discrepancies between paperwork and inventory received; inspects and ensures quality of incoming inventory., • maintains all records/logs relative to inventory. Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of CH. Uses appropriate judgment & decision making in accordance with level of responsibility. Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition. Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors, and measures the needs of both internal and external customers; talks and acts with customers in mind. Recognizes work colleagues as customers. Effective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to, and conveys understanding of, the comments and questions of others; listens effectively. Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work. Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; does fair share of work. Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed. Job Competencies • Knowledge of HUD, federal, state, and local laws and regulations, as well as CH policies and procedures related to the position., • Knowledge of DOT laws, regulations, and policies related to the position., • Knowledge of basic safety methods and techniques used in the transportation of people., • Knowledge of inventory, warehousing, and safety procedures., • Demonstrated skills in computer data entry and use of computerized barcode equipment., • Ability to relate to people of all income levels, background and race., • Ability to work independently and use sound judgment in decision-making and problem-solving., • Ability to understand and carry out oral and written instructions., • Ability to promote desirable standards for health, nutrition, safety, education and welfare of young children., • Ability to present ideas in a clear and concise manner, both orally and in writing., • Ability to maintain a good driving record., • Ability to work in less than ideal conditions, e.g. noise, high traffic areas, etc. Incumbent must be familiar with industry regulations and safety standards, as well as have excellent communication and organizational skills. The position requires the incumbent to be familiar with and have worked with the Department of Transportation requirements for fleet management. This position requires regular driving for business purposes. This position requires the possession of a valid SC Driver’s License and the ability to be insurable under CH’s automobile insurance plan at the standard rate. Technical Skills To perform this job successfully, the employee should have proven experience driving company vehicles and familiarity with GPS devices. The employee should have strong computer skills (e.g. MS Word, Excel, PowerPoint, and Outlook). Must have the ability to learn other computer software programs as required by assigned tasks. Physical Demands 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. To perform this job successfully, the employee is frequently required to sit and stand. Daily movements include sitting; standing; reaching, bending, and grasping; operating CH vehicles and operating computers and other office equipment; moving about the office; and attending onsite and offsite meetings The employee must be able to exchange information in person, in writing, and via telephone. The employee must occasionally transport up to 50 pounds. 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. This position generally works in CH’s vehicles and on CH properties, which may cause the employee to experience a range in temperatures and other weather conditions. The noise level may be loud and the environment may be more hazardous than a standard office environment. This position may be required to work with contractors as well as CH tenants. The position requires the availability to work outside of the established CH working hours. Columbia Housing is a Section 3 Compliant Employer Columbia Housing is an Equal Opportunity Employer committed to providing employment opportunities without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, political affiliation, marital status or veteran status.