Fleet & Facilities Coordinator - FULL TIME

Job Duties and Responsibilities

• Work with the Sr. Director of Facilities & Logistics to maintain Pasadena Humane’s vehicle fleet.
• Cook with vendors and maintenance when needed.
• Coordinate repairs with departments to schedule and manage the care, cleaning of all vehicles and monitor fuel expenditures.
• Maintain vehicle records including maintenance records, annual registration, purchases, title, and annual inspection sheets and ensure information is available and up to date.
• Administer Pasadena Humane’s fleet tracking programs for all Pasadena Humane transportation assets.
• Administer Pasadena Humane’s commercial vehicle roadside assistance and ensure information is available and up to date.
• Oversee and maintain Pasadena Humane’s driver safety program.
• Manage Pasadena Humane’s Pull Notice program and request, review and monitor motor vehicle reports and maintain confidentiality as required.
• Communicate driver authorization and approval to staff and volunteers as needed.
• Develop, source, and deliver driver safety training for all staff and volunteer drivers.
• Coordinate online training with Human Resources or Volunteer Services and 3rd party vendors.
• Manage and monitor records for completion and expirations.
• Ensure training records are maintained and kept up to date.
• Maintain vehicle first aid kits to ensure first aid equipment is up to date in all transportation assets.
• Maintain vehicle fire extinguishers monthly.
• Update Pasadena Humane’s insurance broker with new vehicle and driver information as needed.
• Work with the broker to authorize drivers and maintain a current driver list.
• Cook the accident reporting process.
• Submit all vehicle insurance claims.
• Gather statements and evidence and report accidents to insurance company in a timely manner.
• Cook repairs with approved vendors and work with Human Resources on employee injuries or Volunteer Services on volunteer injuries.
• Cook Pasadena Humane’s parking resources.
• Act as the liaison between Pasadena Humane and parking vendors.
• Issue parking spaces and maintain a current database of parkers.
• Pick up, transport, load and unload donated items, shipments, equipment and/or supplies as requested.
• Participate in set up and tear down of onsite and offsite events.
• Support the facilities department and coordinate work orders.
• Cook access with Sr. Director or Manager and maintain up to date records.
• Provide department coverage, as needed, to continue to meet operational needs.
• Responsible for data management and data reporting as required.
• Ensure all records are maintained appropriately and in accordance with any Pasadena Humane policies and protocols and in compliance with any local, state or federal laws or guidelines.
• Maintain a positive and collaborative relationship with other departments.
• Be a steward of the organization’s core values, while promoting a culture of high team performance and continuous improvement.
• Uphold Pasadena Humane’s mission and contribute to building a culture of philanthropy.
• Enforce and adhere to operational standards regarding safety and risk management.
• Ensure a safe working environment and actively participate in safety programs including the Safety First Team.
• Coordinate special department projects.
• Promote a positive relationship with the public, volunteers, and fellow staff while promoting the organization’s programs, policies and philosophies.
• Proactively address customer needs and ensure a high quality of customer care.
• Perform other duties as assigned.

  Requirements and Qualifications

  • Graduation from high school (or GED proficiency certificate).
  • Minimum 3 years of experience working with fleet coordination.
  • Experience with auto claims and repair is preferred.
  • Must be at least 18 years of age at the time of appointment.
  • Possession of a valid and appropriate California Driver’s License and insurable to drive company vehicles, maintained during the course of employment.
  • Forklift and Pallet Jack certification or the ability to complete Forklift and Pallet Jack training within 90 days of the position start date.
  • Ability to complete RV driver training within 90 days of the position start date.
  • Ability to meet deadlines and work independently.
  • Proficient in computer applications, Microsoft suite and email.
  • Experience with fleet tracking software preferred.
  • Strong sense of professional judgment and ability to maintain confidentiality.
  • Must come to work regularly and on time, follow directions, take criticism, get along with coworkers and supervisors, treat coworkers, supervisory staff, members and guests with respect, courtesy, and refrain from abusive, insubordinate and/or violent behavior.
  • Must be able to model Pasadena Humane’s Core Values of Learning, Integrity Collaboration and Kindness.
  • Must interact positively with supervisor, management, coworkers, volunteers, and the public to promote a team effort and maintain a positive and professional approach.
  • Must be able to work independently with minimal supervision.
  • Must provide positive, proactive customer service.
  • Must have a positive attitude and a sense of humor.
  • Must work regular hours, including weekends and holidays.
  • Must be able to work in a fast-paced environment.
  • Must be able to work with numerous animals, including those with uncertain dispositions.
  • Must be able to act safely and responsibly.
  • Must be able to lift up to 50 pounds.
  • Must be able to see, hear, and adjust focus.
  • Pasadena Humane is an Equal Opportunity Employer.
  • This policy applies to all employment practices, including recruitment, selection, promotion, transfer, merit increase, salary, training and development, demotion, and separation.
  • This policy is intended to be consistent with the provisions of applicable State and Federal laws.
  • Federal law requires proof of citizenship or "alien right-to-work" status.
  • Pasadena Humane maintains a drug-free workplace and performs pre-employment substance abuse testing.