Property and Fleet Administrator
Residential & Dining Enterprises, the largest auxiliary organization at Stanford University, supports the academic mission of the University by providing the highest quality services to students and other members of the university community. R&DE has an annual operating budget of over $270 million, oversees a 5 million sq. ft. physical plant across the campus, provides housing for over 12,000 students, serves over 18,000 daily meals at 30 dining and retail locations and over 500,000 meals at Athletic Concessions events, and hosts 20,000 conference guests annually. R&DE comprises 1100+ staff in the following divisions: the Office of the Senior Associate Vice Provost (SAVP), Student Housing Operations, Stanford Dining, Stanford Hospitality & Auxiliaries, Stanford Conferences, and a team of R&DE strategic business partners: Finance & Administration, Human Resources, Information Technology, Maintenance Operations and Capital Projects, and Strategic Communications.
Perform three important functions: [1.] R&DE Department Property Administrator (DPA),
[2.] R&DE Fleet Manager, and [3.] contributor to MCP’s Health, Safety, and Sustainability efforts. The DPA maintains property records and provides guidance concerning acquisition, coordination of transfers, equipment custody, maintenance, physical inventory, and disposal in collaboration with the Stanford Property Management Office. The Fleet Manager efficiently oversees and supports the organization’s vehicles in a fiscally responsible manner and in accordance with university policies. The Health, Safety, and Sustainability efforts include occupational health & safety and environmental compliance program, sustainability and utilities management program, and emergency preparedness and business continuity program.
This role includes performing specialized, diverse work activities and coordinate solutions, working independently, supporting the operations, maintenance, repair, upkeep, inventory tracking, and refurbishing activities. This is an individual contributor role.
- Serve as property operations/maintenance point of contact; initiate work requests, monitor completion; manage maintenance within budget; coordinate and monitor routine maintenance services completion (long term preservation, inspections, systems and equipment), suggest metrics, monitor and report related trends; perform condition assessments on appearance, equipment, or troubleshooting, analyze results and decide status; ensure preventive maintenance plan; analyze data and provide recommendations; coordinate, direct, inspect and approve contract work, third party vendors; identify and recommend operations and process modifications for increased productivity and/or cost reduction, manage related budget; coordinate maintenance logistics.
- Handle property administration by troubleshooting, completing tagging, data entry and inventory; completing receiving of new assets; completing record keeping; establishing tracking system, gathering information and, information gathering and support for space allocation decision makers.
- Implement security programs for the fleet by developing procedures/practices, monitoring records, assessing security infrastructure needs (interlocks, alarms, GPS).
- Complete project coordination by: performing the assigned tasks within MCP Health, Safety, and Sustainability projects; acting as a project coordinator/liaison; and overseeing and executing projects (limited to small, local projects), including their organization, scheduling, budgeting, and implementation.
- Serve as safety management coordinator by: correcting identified safety issues, performing root cause analysis, identifying and tracking corrective actions; developing and conducting safety training and/or new employee orientation; and maintaining and participating in emergency preparedness, recovery and business continuity coordination.
- Coordinate space management and planning activities including: analyzing moves for minimal disruption; move coordination; space inventory; space allocation tracking; specifying set-ups; maximizing space utilization; providing input into facilities renewal model.
ADDITIONAL DUTIES (SPECIFIC TO THIS ROLE)*:
- Responsible for selecting and maintaining a full-range of vehicles and other transport options in order to keep R&DE’s operations, deliveries, distributions, employee travel, and maintenance work on schedule and within its established budget.
- Responsible for establishing, maintaining, and educating staff on polices related to vehicle standards, maintenance and repair, lifecycle replacement, inspections, interdepartmental use, incident response, and inventory.
- Responsible for impeccable record keeping related to user transportation logs, purchase, use, maintenance, inspection, disposal, and compliance with university, state and federal regulations. Oversee that divisional fleet coordinators submit records and reports in a complete and timely fashion.
- Develops and implements vehicle and associated equipment preventive maintenance program.
- Develops and maintains outside vendor and service provider relationships.
- Helps to ensure that all vehicles are maintained and repaired in a timely fashion to help minimize costs by maximizing fuel efficiency and minimizing unexpected repairs.
- Responsible for department equipment whether R&DE owned, or vendor owned in the event of a loan, lease, or evaluation. Responsibilities include the proper management oversight of capital and some non-capital equipment. The responsibility begins with screening of purchase requisitions; includes equipment receipt, both online and physical receiving of the equipment; tagging the equipment appropriately; data entry and inventory; disposal and entering the equipment information into Sunflower (the University inventory system).
- Conduct spot physical inventories to maintain/validate the data integrity in facilities systems of record and, on occasion, supervise the work of team members and contractors that may be used to collect and enter physical data.
- The DPA assists, informs, and reminds asset users of their property responsibilities, including the departmental, sponsored, and governmental requirements and regulations for proper use of R&DE-owned equipment.
- The DPA must maintain solid relationships and have knowledge of the following departments’ policies regarding capital equipment: Environmental Health & Safety (EH&S) and the Department of Risk Management, which is the university’s self-insurance department.
- The DPA will maintain the departments’ property records, including purchase orders, quotes, packing lists, shipping records, Return Merchandise Authorizations (RMA), all paperwork related to lost or stolen equipment, Police Reports, report all information of equipment theft to the Risk Management Department.
- At the end of life for equipment, capital or non-capital, the DPA will make on-site preparations for disposals, surplus sales, and trade-ins of equipment for pick-up. The DPA will work closely with the Property Management Office (PMO) and departments requesting assistance, utilizing the best practices for the preparation and identification of all assets being disposed.
- Conduct biennial asset inventories working closely with PMO, reconciliation of assets unfound during the physical inventory within 30 days.
- Assists Property Service Representatives (PSRs) in financial and physical reconciliation of records; this includes periodic unmatched reports provided by PMO. Consults PSR to understand and meet compliance and other established requirements staying current with new procedures, upcoming changes etc.
- Attend Quarterly Property Administrator’s Continuing Education (PACE) meetings. Maintains an on-going awareness of organizational activities that are related to property management.
- This position will assist with the other functional areas in their teams workgroup including health and safety programming by assisting with the correction of identified safety issues, performing root cause analysis, identifying and tracking corrective actions; tracking chemical inventory, disposal, hazardous waste; developing, coordinating, evaluating and ensuring compliance with disposal procedures; developing and conducting safety training and/or new employee facility orientation; and maintaining and participating in emergency preparedness, recovery and business continuity coordination.
* - Other duties may also be assigned
Education & Experience:
Bachelor’s degree and five years related, demonstrated technical facilities management experience, or a combination of education and relevant experience.
Knowledge, Skills and Abilities:
- Analytical skills to analyze and track complex space, equipment and financial data.
- Interpersonal skills, mature judgment required to interact effectively with a broad range of people, including senior management, staff, and vendors, both individually and in groups.
- Ability to coordinate and manage multiple projects with competing priorities, meet deadlines and project plans with short- and long-term end dates.
- Working knowledge of applications such as Excel, Word, PowerPoint, Project.
- Experience working with internal and external vendors and services contracting.
- Background knowledge of safe handling and disposal of chemicals and hazardous waste; emergency preparedness plans and their implementation; and property administration specific to PO tracking, receiving, and inventory control.
Additional Knowledge, Skills, and Abilities (specific to this role):
- Fleet management background and experience highly sought after and desired.
- DPA background and experience highly sought after and desired.
- Demonstrated experience and skills desired in operations, logistics, and using software programs to monitor fleet.
- Demonstrated interest desired in the areas of health & safety, sustainability, and emergency preparedness.
- Proven self-starter, problem solver, and team player. Someone who can manage their own time, meet deliverables, and stay nimble with minimum supervision.
Certifications and Licenses:
- Valid California Non-commercial Class Driver’s license.
Additional Certifications and Licenses (specific to this role):
- Certified Professional Property Specialist (CPPS) Certification desired but not required.
- Frequently stand/walk, seated, performs desk-based computer tasks.
- Occasionally climb (ladders, scaffolds, or other), twist/bend/stoop/squat, reach/work above shoulders, grasp lightly/fine manipulation, use a telephone, writing by hand, lift/carry/push/pull objects that weigh up to 20 pounds
- Rarely; kneel/crawl, grasp forcefully, sort/file paperwork or parts, lift/carry/push/pull objects that weigh >40 pounds.
- Ability to obtain and maintain a California Non-commercial Class Driver’s license and drive day or night.
* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.
- Requires 24-hour response availability seven days per week for emergency situations.
- May be exposed to noise > 80dB TWA.
- May working at heights 4 – 10 ft.
- Must comply with the California Vehicle Code and Stanford University requirements when operating university-owned vehicles.
- Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
- Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University’s Administrative Guide, http://adminguide.stanford.edu.