Fleet Program Coordinator

California, United States
17 Oct 2018
End of advertisement period
17 Dec 2018
Contract Type
Full Time

The Administrative Associate/Coordinator position provides administrative support and reports to the Director of Architectural Trades and Fleet Management of L.B.R.E. [Land, Buildings & Real Estate] at Stanford University.

The principal duties are to support and manage the coordination and administration of the fleet program.

Summary of essential functions:

  • Schedule Preventive Maintenance [P/M] appointments for I/C [internal combustion] vehicles with customer & vendor(s)
  • Create Work Orders [W/O] for reactive calls for I/C & NEV [neighborhood electric vehicle] vehicles & Grounds Equipment
  • Assist in the creation of a Grounds Equipment P/M program in eAM [enterprise asset management] system
  • Above average Excel skills will be necessary to manipulate and analyze data. Comfort with VLookUp, Pivot tables, creating graphs, tables and other data analysis skills. 
  • Coordinate D.M.V. process. Validate D.M.V. transactions for financial reconciliation, coordinate smog certifications in advance of registration renewals.
  • Coordinate the routine of entering or removing assets (vehicles) in eAM, Create new assets in eAM, W/O’s for signage, GPS, Aim units, etc. Insure charges are processed for new assets and disposals or resale of vehicles. Insure all devices have been removed and billing has stopped for GPS, insurance for vehicles being removed from the system.
  • Prepare & maintain all necessary files on University Fleet vehicles & staff enrolled in required programs along with driver’s training, spill prevention and safety training records insuring full compliance at all times. Current programs are; State B.I.T. [Biennial Inspection of Terminals] inspections, Motor Carrier Permit, HAZMAT. Insure all fees are paid in a timely manner.
  •  Provide vehicle utilization metrics as requested.
  • Work with Manager to create C.A.R.B. diesel vehicle emission renewal & replacement data base.
  • Coordinate vehicle disposal and resale processes by arranging for vehicles to be scrapped or sold as directed.
  • Working with the Director of Fleet Management, track rented or leased University vehicles where a purchase was avoided.
  • Assist with Service Station activities. Insure database for Pro keys is maintained (or equivalent technology), issue new Pro keys or AIM units as needed, and insure Pro keys are collected for retired vehicles.
  • Run reports as needed when working with Finance department for individual or department fuel usages or repair costs. Charge out transaction fees for Pro keys & AIM units. Maintain accurate data base for both options.
  • Serve as Administrative Authority for GPS, Traka key box & Fuelmaster services for fleet vehicles.
  • Carry out planned Motor Pool/Fleet vehicle improvement projects, vehicle safety initiatives, etc.
  • Additional duties as assigned.


  • Candidate will have education and experience associated with positions at this level. Strong computer skills using the Web (Google docs), Windows, Excel, Outlook, Word, PPTX,OBIEE, or other reporting software.
  • Uses iProcurement for direct purchasing. Utilizes computerized maintenance management systems eAM or equivalent systems. Demonstrated knowledge of current administrative systems. Demonstrated effectiveness in communication (oral/written/electronic). Effective in motivating others
  • to meet quality and quantity requirements.  Ability to handle a variety of tasks simultaneously. Highly organized. Strong interpersonal skills to interact with diverse groups of individuals in a university/academic environment. Able to establish and maintain effective working relationships and negotiate acceptance of recommendations. Working knowledge or ability to understand, interpret, and apply University and Buildings & Grounds Maintenance policies and procedures. Valid California driver’s license. Candidate will be able to drive vehicles as needed for University business and be able to lift 25 lbs. Demonstrate ability in the following management and organizational methods: time management, goal setting, planning work, listening, organizing, providing clear information, identifying and solving problems, making decisions, weighing risks, thinking clearly and analytically.