Fleet Operations Administrator

Description

Organization Information 

GrowNYC is a 56-year-old environmental nonprofit organization helping more than 3 million New Yorkers by providing essential services and taking action to make NYC a livable city, one where every person can enjoy a healthier, more sustainable life. GrowNYC Programs include: 

• Our network of Greenmarkets and the work of GrowNYC Wholesale ensure that all New Yorkers have access to the freshest, healthiest local food. 
• We build and support community and school gardens through volunteer days, technical assistance, training, grants and more. 
• We provide 70,000 children each year with programs that provide meaningful interactions with the natural environment. 

Fleet Operations Administrator (Full-time):

Position Summary

This role ensures central oversight of the organization’s fleet of 24 vehicles and develops and maintains standards and best practices to ensure that safety is the number one priority for approximately 40 full-time or routine drivers. Liaises with all departments that need to operate a vehicle to conduct business. Ensures all vehicles are road worthy and compliant with local, state, and federal regulations. This role also works in close collaboration with the Wholesale Outbound Logistics manager to ensure DOT and other compliance standards are met  

Requirements

Fleet Operations Administrator (Full-time):

Position Summary

This role ensures central oversight of the organization’s fleet of 24 vehicles and develops and maintains standards and best practices to ensure that safety is the number one priority for approximately 40 full-time or routine drivers. Liaises with all departments that need to operate a vehicle to conduct business. Ensures all vehicles are road worthy and compliant with local, state, and federal regulations. This role also works in close collaboration with the Wholesale Outbound Logistics manager to ensure DOT and other compliance standards are met.  

Vehicle Management and Maintenance Oversight 

• Coordinate with other relevant staff, including the Office Operations Coordinator, to ensure that the fleet of 24 owned and leased cars, vans, and trucks is efficiently managed and meets proper operational standards.
• Liaise with insurance brokers and GrowNYC Safety & Risk Management to manage claims, review standards for fleet management and make any necessary recommendations. 
• Establish and uphold fleet management processes for departments that manage vehicles
• Ensure appropriate vehicle use, insurance requirements, and maintenance schedules
• Review daily pre-trip inspections and respond to issues as needed. 
• Maintain vehicle tracking system(s) for assets, keys, driver information, repairs/maintenance, etc.
• Assist with vehicle sales and procurement, including identifying inventory, test-driving vehicles, reviewing quotes, vehicle history reports, and picking up vehicles at purchase
• Special projects such as identifying off-street parking and transitioning to green fleet 
• Establish guidance to determine a vehicle’s useful life and inform fleet upgrades
• Guide staff in need of roadside assistance 
• Advise on vehicle repairs, assist with identifying mechanics 
• Occasional field work to check on vehicles and bring them in for service
• Other aspects of fleet operations such as managing tolls, tickets, and fuel cards, with the assistance of the Office Operations Coordinator 
• Explore outsourcing of select aspects of vehicle management and act as liaison for any established relationships

Safety Protocols and Driver Training 

• Develop and communicate standards for hiring and training drivers 
• Review driver background as needed and evaluate new and existing staff to identify high-risk drivers; voice concerns regarding the capabilities of drivers when necessary
• Conduct driver trainings, ongoing safety education, and skill-building/coaching as needed 
• Monitor vehicle violations and ensure drivers’ course correction
• Annually review and refine the Driver Handbook and work collaboratively with HR, third party counsel, risk consultants and others to improve standardized practices 
• Maintain Driver and Fleet Management Portal with key information and resources for employees and managers 
• Establish and enforce adherence to protocols for safe and appropriate vehicle use
• Use industry benchmarks to continuously evaluate and improve overall driver performance
• Conduct incident and accident assessments; track contributing factors, outcomes, corrective measures
• Lead and teach the concept of preventability, not ‘at fault’. 
• Periodically meet wit