Fleet & Inventory Specialist

POSITION OBJECTIVE
The Inventory and Fleet Coordinator (IFC) will facilitate all fleet vehicle needs and maintain the Engineering Parts Inventory. This position is meant to ensure correct maintenance and repair of fleet vehicles and effectively manage procurement, stocking and organization of all engineering inventory. The IFC is responsible in monitoring engineering operating expenses and should look to procure in a manner that will be efficient and financially responsible. The IFC is to protect the asset that is the resort fleet, concentrating on proper maintenance, repair and procurement.

ESSENTIAL JOB FUNTIONS

• Maintain vehicle log to document gas, mileage, maintenance, repair, accident supported by originals documents for easy tracking and audit process.
• Maintain communication with vendors and scheduling service appointments
• Report vehicle incidents damages, collect pictures, and communicate claims to management
• Submit approval from the Director of Engineering for repairs outside of routine maintenance (oil and other fluid changes, alignments, bulb, wiper and tire replacement and rotations, brake work).
• Implement a controlled fleet fueling program to include set hours and enforced fuel logs.
• Track, renew, registrations, tags, and insurance cards for all vehicles in the fleet.
• Ensure the install sleeves in all individual units with current copies of, maintenance cards, insurance card, and vehicle registration.
• Maintain record for manufacture defects notices/safety recalls and schedule maintenance with dealers
• Request for vehicles and schedule maintenance inspections according to business demands
• Request estimates for service and repair costs utilizing the Enterprise Maintenance Program
• Reconcile fuel procurement invoice tracking, and manage vendor accounts for month end process.
• Prioritize equipment repair and maintenance work
• Order all engineering parts utilizing an organized parts inventory system with part numbers, par levels, and controlled disbursement of inventory.
• Organize parts and equipment inventory such that there is documentation of location and quantity of the resorts assets as it pertains to the Engineering department.
• Purchase and regulate the engineering tools, parts and equipment
• Communicate with the DOPO inventory concerns to meet business and budgetary demands
• Complete monthly inventory audits to minimize excessive inventory or/ shortage of inventory.
• Utilize purchase order software (Omniforms) for approvals, ensuring no purchases are made prior to PO approval. Orders under $500 require Director of Property Operations approval and orders over $500 must be approved through the Managing Director.
• Process and track parts requests in a timely manner, communicating the status to the engineering team or other departments requesting assistance
• Pair all receiving, packing slips and service invoices with their respective purchase orders and deliver to Engineering Coordinator in a timely manner.
• Provide the Engineering Manager with pricing for materials or parts that are purchased for specific use in WVO or Rental unit. (Emailed copy of PO is appropriate.)
• Communicate with the engineering team when pending orders arrive through email or company cell phones.

EDUCATION/EXPERIENCE

• High school diploma or General Education Degree (GED) or
• One to three years related experience and/or training; or equivalent combination of education and training.

SPECIAL SKILLS

• Be able to working in a standing position for long periods of time.
• Be able to work in a hot, wet human and loud environment for long periods of time.
• Ability to add, subtracts, multiply and divide in all units of measure, using whole numbers, common fraction and decimals.
• Ability to compute rate, ratio, percent and to draw and interpret bar graphs.
• Valid driver’s license (see MVR policy)
• Knowledge of light and heavy maintenance equipment and automotive apparatuses.
• Skilled in the use of a variety of equipment repair tools
• Working knowledge of the theory, care, and operation of various types of mechanical repair.
• Ability to communicate effectively and keep business records.
• Ability to schedule and supervise maintenance work to achieve the most efficient utilization of workers and equipment; to prepare clear and concise reports; and to maintain effective employee and public relations.
• Requires lifting/moving up to 80 lbs., stooping, kneeling, crouching or crawling, climbing or balancing, pushing and pulling, carrying, reaching handling, fingering or feeling, seeing and walking
• Proficiency with computers programs such as word, excel, outlook, omni forms, hotsos
• Typing skills required, telephone usage, blackberry etc.
• Ability to communicate effectively and courteously with employees, guest, and contractors
• Organized approach to inventory control and storage
• Ability to prioritize time taking into consideration resort needs and departmental budget
• Indoor exposure to both stable and extreme variance of hot and cold temperatures.
• Prolonged standing, walking and sitting is required