Fleet Coordinator

Buildings are a leading contributor to the climate crisis, generating nearly 40% of total global energy-related carbon emissions. We’re making a lasting impact on our industry and within our communities by addressing the climate, affordability and equity crises through renewables and energy services, engineering and design, and construction and facility services.

About the role

We are adding a Fleet Coordinator to ensure solid reporting, cost efficiency, and overall vehicle maintenance in our growing Construction division in Seattle, WA.

Responsibilities

• Fleet Coordination
  • Administer Fleet Maintenance program.
  • Track and administer ARI fleet maintenance program.
  • Work with drivers to confirm understanding of the program and proper documentation is in place.
  • Work with ARI to administer program requirements.
  • Develop department reporting for monthly maintenance spend.
  • Administer Good to Go Tolling program.
  • Track all Good to Go tolling costs and assign cost to departments on monthly basis.
  • Follow up on toll charges that do not fall under McKinstry’s account to assure tolling decals are on all fleet vehicles.
  • Process required tolling invoices and manage account balance for the program.
  • Administer State Fleet codes. Ensure all Washington state fleet vehicles are on Washington DOT fleet code for McKinstry. Set up and maintain fleet code for McKinstry’s Oregon vehicles.
  • Administer Fleet Driver contract files. Assure a signed driver's contract is on file for all fleet drivers. Conduct driver orientations as needed.
  • Run DMV checks on new employees. Maintain database of DMV checks for all McKinstry personnel assigned to drive fleet vehicles. Issue PIN numbers for fueling program.
  • Coordinate vehicle accident repairs. Work with McKinstry’s insurance Broker and Carrier to coordinate insurance paperwork to document accident & insurance requirements. Coordinate body shop estimates, loaner vehicles, and body shop repairs of damaged vehicles.
  • Coordinate 1-800 “How’s My Driving” program. Maintain current vehicle list with vendor to account for new vehicles coming into the fleet and sold vehicles being deleted from fleet. Pass on call detail to business unit managers as needed. Follow up with callers as needed. Coordinate replacement decals as needed.
• Tracking
  • Monitor fuel activity: including setting up exception reporting to review non-standard fuel purchases. Review monthly invoicing to confirm driver database is correct. Order & cancel fleet fuel cards as needed.
  • Maintain vehicle records. File and maintain all documents associated with the purchase and sale of fleet vehicles. Maintain vehicle registration and title paperwork as needed. Develop and maintain current fleet vehicle list that company staff has access to.
  • Track vehicle registration requirements for all fleet vehicles. Work with state agencies & ARI to assure all fleet vehicles meet annual registration requirements, including emission testing.
  • Manage spare key inventory.

Requirements

• Two (2) years’ administrative experience in business environment required.
• Intermediate knowledge of Microsoft Office Suite - Word, Excel, PowerPoint, Outlook and Visio required.
• Demonstrated organizational skills and strong attention to detail required.
• Vehicle tracking or logistics experience preferred.
• Working knowledge of SharePoint preferred.

Qualifications

• B.A./B.S. or equivalent work experience preferred.

Benefits

When it comes to the basics, we have you covered:

• Competitive pay
• 401(k) with employer match and profit-sharing plan
• Paid time off and holidays
• Comprehensive medical, prescription, dental, and vision with low or zero deductible options and low out of pocket maximums

People come first at McKinstry, and we go beyond the basic benefits with:

• Family formation benefits, including adoption and IVF assistance.
• Up to 16 weeks paid parental leave.
• Transgender inclusive benefits
• Commuter benefits
• Pet insurance
• “Building Good” paid community service time.
• Learning and advancement opportunities via McKinstry University.
• McKinstry Moves onsite gyms or reimbursement for remote workers.

Pay

The pay range for this position is $24.36 - $39.28 per hour; however, base pay offered may vary depending on job-related knowledge, skills, and experience. A bonus may be provided as part of the compensation package, in addition to a full range of medical, financial, and/or other benefits, dependent on the position offered.