Fleet and Facilities Operations Administrator

Job Description:

Overview:

The Fleet and Facilities Operations Administrator oversees daily operations, compliance, and efficiency for the company's vehicles and facilities. Key responsibilities include scheduling maintenance, managing vendors, maintaining records, controlling costs, ensuring safety compliance, and optimizing asset utilization. This role serves as a bridge between drivers/employees and service providers, prioritizing operational excellence for both vehicle and physical assets.

Key Objective:

Ensure safety, efficiency, compliance, and cost-effectiveness of the fleet and facilities, supporting overall business operations and minimizing downtime.

Responsibilities:

Fleet Management:

• Oversee vehicle acquisition, maintenance, repairs, and disposal.
• Ensure fleet safety and functionality through regular inspections and maintenance schedules.
• Keep accurate records of vehicle maintenance, repairs, and expenses; report findings to senior management while suggesting process improvements.
• Manage insurance and emergency response plans.
• Ensure all vehicles are licensed, insured, and compliant with DMV and DEQ(Department of Environmental Quality )regulations.
• Conduct audits for regulatory compliance and maintain documentation
• Ensure vehicle maintenance complies with manufacturer recommendations.
• Collaborate on managing fuel and labor expenses.
• Monitor vehicle performance and fuel efficiency.
• Ensure vehicle availability and drivers compliance.

Facilities Management:

• Oversee facility operations and projects for quality and minimal disruption.
• Ensure cleanliness, security, and operational readiness of all building and grounds.
• Ensure cleanliness, security, and operational readiness of all buildings and grounds
• Manage maintenance, landscaping, waste, and utility services.
• Oversee repair projects.
• Coordinate tools, equipment inventory, and vendor relations.
• Support material and supply purchasing.
• Ensure regulatory compliance in operations.
• Promote a safety culture and provide training to ensure injury-free work.
• Respond to employee requests and resolve facility-related issues to maintain a positive work environment. 
• Monitor and restock office supplies, kitchen amenities, and other facility-related inventory. 
• Address maintenance issues (lighting, HVAC, plumbing), coordinate cleaning, landscaping, and repairs, and perform routine inspections
• Assist with safety protocols, evacuation plans, and security system checks.
• Handle work orders, maintain records (inventory, budgets), prepare reports, and provide support for facilities-related issues.