Fleet Asset Coordinator

Colonial Group; Temple (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

Colonial Group in Temple, TX seeks an administrative professional to support fleet asset management, including acquisition, maintenance, repair, and disposition, ensuring compliance with fleet and fuel-site requirements.

Responsibilities include data reporting from FMIS, coordinating with internal departments, supporting procurement, contract management, vendor onboarding, and records maintenance.

Qualifications

• Associate's degree in Finance, Business Management, or Supply Chain Management is preferred.
• 2 years of experience in fleet procurement, asset management, or fleet operations.

Responsibilities

• Gathers, analyzes, and provides reports based on data from the FMIS database and supports required state and federal reporting.
• Works with internal departments to define requirements, specifications, and delivery timelines.
• Analyzes pricing trends, spending patterns, and supply-chain risks to support purchasing decisions.
• Ensures procurement activities follow internal policies, budget guidelines, and compliance requirements.
• Assists in negotiating pricing, terms, and service agreements with vendors.
• Assists in ordering IT-related equipment in partnership with IT.
• Maintains accurate procurement records including quotes, approvals, contracts, and invoices.
• Updates fleet software by entering data regarding manufacturer specifications and maintenance for inventory.
• Monitors contract expirations and alerts management for renewals or re-bidding opportunities.
• Maintains approved vendor lists, pricing files, and contract databases.
• Evaluates supplier performance and supports vendor onboarding and qualification processes.
• Tracks and reconciles fleet-related spend within the software system.
• Provides admin support related to fleet acquisition, surplus disposition, appraisal, lien release, and RFP preparation.
• Composes correspondence and required documents and reports related to acquisition, compliance and disposition of fleet assets.
• Coordinates subscription renewals and office supply needs.

Job description

Summary:

Under the general direction of the Fleet Asset Management Division Director, provides administrative support for the acquisition, maintenance, repair, and disposition of fleet assets, and ensures compliance with all fleet and fuel site requirements.

Essential Duties and Responsibilities:

• Gathers, analyzes, and provides reports based on data from the FMIS database, including those requested by fleet staff, user departments, and required state and federal reporting.
• Works closely with internal departments to define requirements, specifications, and delivery timelines.
• Analyzes pricing trends, spending patterns, and supply-chain risks to support purchasing decisions.
• Ensures procurement activities follow internal policies, budget guidelines, and compliance requirements.
• In partnership with the Purchasing Department, assists in negotiating pricing, terms, and service agreements.
• In partnership with the Information Technology department, assists in ordering IT-related equipment
• Supports internal audits, budget reviews, and cost-control initiatives.
• Maintains accurate digital and physical procurement records, including quotes, purchasing approvals, contracts,and invoices.
• Assists in updating fleet software by entering data regarding manufacturer specifications, maintenance for vehicle and equipment inventory
• Monitors contract expirations and alerts management of renewal needs or opportunities for re-bidding
• Maintains and updates approved vendor lists, pricing files, and contract databases.
• In partnership with the Purchasing Department, evaluates supplier performance and supports vendor onboarding and qualification processes.
• Assists in maintaining records of fleet purchasing activity, warranties, registrations, and compliance documentation.
• Assists in tracking and reconciling fleet-related spend within the software system.
• Provides various levels of administrative support to Fleet Asset Division Director related to fleet acquisition, surplus disposition, appraisal, lien release activities, and request for proposal preparation.
• Composes correspondence and completes required documents and reports related to the acquisition, compliance and disposition of all Fleet assets.
• Provides general office administrative support by managing the accuracy of our FMIS database.
• Coordinates subscription renewals and office supply needs.
• Performs other duties as assigned

Minimum Qualifications:

• A combination of education and experience equivalent to an Associate's degree in Finance, Business Management, or Supply Chain Management.
• 2 years of experience in fleet procurement, asset management, or fleet operations.

Preferred Qualifications:

• AFVi CNG Fuel System Inspector Certification
• Fleet purchasing experience, including Fire, Police, Trucks through Class 8, and Agricultural and/or Construction equipment.
• NAFAAsset Management Certificate
• NAFA Vehicle Fuel Management Certificate
• NAFA CAFM or APWA CPFP Certification
• Experience with fleet asset management software

Licenses and Certifications:

• Texas Railroad Commission CNG certification (Category 4-5 Manager License) within 6 months
• Valid Driver's License