Fleet Administrator – Construction Services

hdr; United States; On-site; USD 52,000 - 72,000; Full time

Job summary

HDR is seeking a Fleet Administrator to join the Arizona/New Mexico Construction Field Services team. You will manage fleet needs for 85 professionals and nearly 100 vehicles, onboarding new staff, assign vehicles, and enforce fleet policies.

Responsibilities include coordinating preventive maintenance, recalls, vehicle inspections, and fleet documentation. Occasional travel to remote sites across Arizona is required, with data entry into web-based systems and support for reporting.

Qualifications

• High School diploma or equivalent.
• Excellent verbal and written communication including grammar, punctuation, proofreading, spelling and telephone skills.
• Flexibility and ability to prioritize and handle multiple tasks and various managers in a fast-paced environment.
• Self-motivated.

Responsibilities

• Serve as the primary point of contact for the fleet needs of 85 construction management professionals with ~100 vehicles.
• Assist with onboarding new employees, assign fleet vehicles, and provide guidance on mileage logs and fleet policies.
• Conduct inspections of new vehicles and prepare vehicles for assignment, including decals and documentation.
• Monitor the fleet to ensure compliance with preventive maintenance schedules and recalls.
• Coordinate maintenance and repairs for pool vehicles and ensure availability for assignment.
• Travel to remote work assignment locations across Arizona to deliver, recover, and swap fleet vehicles.
• Update driver, vehicle registration, and other information in web-based applications.
• Collect monthly mileage logs and assist with project billing and cost recovery.
• Support staff with accident repairs and other fleet management needs.
• Maintain PPE inventory for vehicles and staff; assist with documentation and proofreading.
• Provide meeting setup, travel arrangements, light accounting, and other duties as needed.

Skills

Verbal and written communication

Self-motivated

Time management

Flexibility

Education

High School diploma or equivalent

Tools

Microsoft Office

Job description

Fleet Administrator - Construction Services - (196746)
At HDR, our employee-owners are fully engaged in creating a welcoming environment where each of us is valued and respected, a place where everyone is empowered to bring their authentic selves and novel ideas to work every day. As we foster a culture of inclusion throughout our company and within our communities, we constantly ask ourselves: What is our impact on the world?

Watch Our Story:' https://www.hdrinc.com/our-story'

Each and every role throughout our organization makes a difference in our ability to change the world for the better. Read further to learn how you could help make great things possible not only in your community, but around the world.

HDR’s Substance Use Policy supports our commitment to employee safety and exceeding client requirements. The Substance Use Policy prohibits the use of drugs or alcohol while on HDR or client premises, or while otherwise engaged in HDR business. This position may require a successful drug-screen prior to hire and thereafter, based on client requirements and applicable country, state and/or provincial laws and regulations.

HDR is seeking a Fleet Administrator to join our Arizona/New Mexico Construction Field Services management team. In this key role, we’ll count on you to:

• Serve as the primary point of contact for the fleet needs of 85 construction management professionals with a fleet of nearly 100 vehicles.
• Assist with onboarding new employees, including assigning fleet vehicles, providing guidance on mileage log completion, conducting training on fleet policies and procedures, and assigning key fobs.
• Conduct inspections of new vehicles and prepare vehicles for assignment, including installing company decals, cleaning, and fueling. Prepare and maintain vehicle document binders for new assignments or replacements.
• Monitor the fleet to ensure compliance with the prescribed preventive maintenance schedule.
• Ensure that drivers address outstanding manufacturer’s recalls for their assigned vehicle in a timely manner.
• Conduct vehicle inspections at time of issuance and return.
• Coordinate maintenance and repairs for pool vehicles to ensure availability for assignment as needed.
• Travel to our team's remote work assignment locations across Arizona to deliver, recover, and swap fleet vehicles.
• Coordinate with HDR’s fleet management vendor to obtain approval for preventive maintenance, repairs, etc. and provide support for vehicle registration renewals.
• Utilize web-based applications to update assigned drivers, vehicle registration, and other information.
• Coordinate and collect monthly mileage logs from staff with assigned vehicles. Review and check monthly mileage log reports for project billing and vehicle cost recovery.
• Support collection and reporting of data for annual commute reporting.
• Support staff with accident repairs and other fleet management needs.
• Coordinate assignment, repair, and calibration of field testing equipment. Provide calibration reminders, prepare documentation, and maintain inventory control. Deliver and retrieve testing equipment from calibration vendor. Monitor testing equipment needs.
• Maintain personal protective equipment (PPE) inventory for vehicles and staff.
• Type, revise, and combine materials such as correspondence, reports, records, forms, meeting minutes, technical material, numerical data, and tabular information from rough draft, corrected copy or previous versions.
• Proofread and edit documents for grammar, spelling, punctuation, and format.
• Provide support for staff as needed, including backup reception duties, answering and directing telephone calls, delivering messages, greeting employees and visitors, scheduling conference calls, and distributing incoming faxes and mail.
• Microsoft Office proficiency required.
• HDR’s Drug and Alcohol Policy supports our commitment to employee safety and exceeding client requirements. The Drug and Alcohol Policy prohibits the use of drugs or alcohol while on HDR or client premises, or while otherwise engaged in HDR business. This position will require a successful drug-screen prior to hire and thereafter, based on client requirements and applicable country, state and/or provincial laws and regulations.
• Provide meeting setup, travel arrangements, light accounting, and other miscellaneous tasks/projects as needed.
• Perform other duties as needed

Preferred Qualifications

• Working knowledge of fleet department processes
• Basic understanding of vehicle systems
• Experience in A/E/C industry a plus
• Reliable and dependable
• Some heavy lifting required (field testing equipment)

Required Qualifications

• High School diploma or equivalent
• Excellent verbal and written communication including grammar, punctuation, proofreading, spelling and telephone skills
• Flexibility and ability to prioritize and handle multiple tasks and various managers in a fast-paced environment
• Self-motivated,