Fleet Administrator

It’s your time, make it matter. At Peterson, we partner with our customers to build the future. For over 85 years, our peoples’ work has shaped the communities where we live, where we raise our families, and where we thrive. Peterson’s legacy permeates every aspect of our communities. From roads and bridges, back-up power at hospitals, fire-fighting, concerts and moving goods; we are everywhere you look. At Peterson, you don’t just have a career, you have a purpose. Our family-oriented environment is built on safety, winning, growth, and professional achievement. Hiring and developing exceptional people is critical to our continued success. We have high standards for a good reason: our people represent Peterson, our family, our brand, and our values. You have high expectations too. You are exceptionally motivated, have outstanding skills, and want your work to matter. Peterson offers competitive wages, generous benefits, and promotional opportunities at a family-owned and operated business. It’s time to use your skills and passion to do work that matters! Job Description Peterson Cat has a need for a Fleet Administrator who can be based at any of our locations. SUMMARY The Fleet Administrator is responsible for administering and coordinating Peterson fleet operations to ensure efficiency and compliance within the Peterson’s fleet operations. Responsibilities include administering purchase orders, updating and maintaining fleet files, monitoring vehicle inspection reports, coordinating fuel cards, maintaining Telematics systems, and ensuring timely fleet asset maintenance and repairs. Additionally, this position assists with developing monthly reports on fleet activities and occasionally delivers fleet vehicles. ESSENTIAL JOB FUNCTIONS The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign the functions to this job at any time due to reasonable accommodation or other reasons. Job functions include the following. Other duties may be assigned. Perform the following functions, working closely with and/or assisting the Fleet Manager, Corporate Administrator, and Fleet Communicator: Administer and implement changes and updates to Peterson fleet asset profile (including but not limited to vehicles, forklifts, and rolling racks) to ensure fleet records are up to date Oversee and/or administer emissions testing for fleet assets Administer licensing and registrations of fleet assets Obtain and oversee annual inspections of fleet assets Assist with investigating accidents involving fleet assets, maintaining accident files, tracking accident causes and/or patterns, and making recommendations on appropriate preventative action Administer purchases, sales, and emissions compliance for Peterson’s forklifts and utility vehicles. Prepare and/or coordinate Weight-Mile Tax Report and International Fuel Tax Agreement (IFTA) Report. Safely maintain, monitor, and coordinate spare fleet keys. Maintain list of required State of Oregon license plates. Create and receive purchase orders (PO’s) in Unit4 and order outside parts for operating departments. Monitor Daily Vehicle Inspection Reports (DVIR’s) for fleet vehicles; follow up on issues reported by operators and coordinate with internal departments on repairs and/or maintenance required Monitor Electronic Logging Devices for fleet vehicles Coordinate and issue fuel cards; problem solve issues and manage fuel card vendors Manage and negotiate rates with vendors who repair and/or maintain Peterson fleet assets Review and reconcile FasTrak invoices; add funds to accounts as needed Maintain Telematics systems such as Lytx and Samsara, ensuring they are running properly and troubleshooting issues as they arise Monitor routine service and repair schedules and maintain repair records for company fleet Update service hours in Limble on off-road assets. Coordinate admin fleet vehicles, ensuring they are maintained, clean, fueled up, and ready for use when needed. Process driver inspection applications: enter new vehicles in database, review all red alerts, respond to and/or clear all alerts, notify managers regarding service or repair status, and document all repairs or service in database Develop required monthly reports related to fleet repairs, fleet maintenance, and fleet systems Move and/or deliver new and used fleet vehicles as needed Maintain reliable, punctual, and predictable attendance Operate personal or company vehicle as needed to perform essential job functions Work collaboratively in a team environment with a spirit of cooperation. Display excellent communication skills including presentation, persuasion, and negotiation skills required in working with customers/ coworkers, including the ability to communicate effectively and remain calm and courteous under pressure. Respectfully take direction from supervisor/manager. Travel up to 25% of the time to Peterson locations to visit branch locations, meet with coworkers, and monitor fleet operations OTHER JOB FUNCTIONS May assist Corporate Administrator with the following functions, as requested by: Manage the Peterson Vehicle Program, MOTUS for employees using personal vehicles for business use. Maintain database with license and medical certification information. Maintain database for Oregon-Washington driver’s drug and alcohol testing. Contact previous employers regarding past safety performance and drug testing participation. Work with managers/supervisors to schedule drivers’ medical certificate exams based on availability. E-mail updated medical certificates to State Examiner after recertification exams. Fax medical certificate updates for Washington drivers after recertification exams. Pull or order annual driving record on all DOT related drivers. Responsible for annual and biannual update of Motor Carrier Identification Report (MCS-150). Invoice reconciling for DOT physicals and drug testing from all 15 clinic locations. File and maintain in truck and driver order for one year. Required as a motor carrier to report any accident occurring on a public road (separate from accident report needing to be filed by driver). Coordinate the signing, faxing, or mailing of any inspection citation/report received at scales, to Oregon DOT within 15-days. QUALIFICATIONS Associate degree and a minimum of three (3) years of directly related administrative experience, preferably in a heavy industrial environment; or an equivalent combination of education and work experience. CERTIFICATES, LICENSES, REGISTRATIONS Maintain a valid driver’s license and satisfactory driving record The pay range for this position is: $30.00-$35.00 per hour (Starting wage will depend on location, experience and education. We also offer a total compensation package in addition to base salary.) Peterson Holding Company is committed to equal employment opportunity and affirmative action. Minorities, females, veterans, and individuals with disabilities are encouraged to apply. A drug screen and background check is required.