Fleet Administrative Coordinator

• Manage the administration of the ECS fleet program in accordance with industry standards, company policies, and regulatory standards
• Serve as the primary contact for day-to-day fleet management processes and fuel program activities
• Serve as the primary contact for external vendors including fleet management vendor, fuel program vendor, and rental car vendor
• Assist drivers, managers, and vendors by answering inquiries, providing accurate information, and delivering prompt updates
• Ensure compliance with government rules and regulations and file paperwork in support of this compliance as needed
• Track and ensure accuracy of vehicle records including new and existing vehicles as well as transfers and disposals
• Audit fleet data to ensure completion and accuracy
• Support the vehicle order, up-fitting, and delivery process to meet expected timelines and budgets
• Support the onboarding of vehicle assets from new company acquisitions
• Support the disposition of the retired fleet efficiently and in a manner that minimizes the overall vehicle lifecycle cost
• Acquire State-required certificates of title and schedule registrations and State inspections
• Arrange for insurance coverage and ensures insurance and registration information is renewed properly
• Create maintenance and inspection schedules and ensure fleet vehicles are properly maintained and inspected
• Works with drivers and vendors to ensure that vehicles meet safety requirements and pass inspections
• Accurately track repair, inspection, and maintenance information
• Obtain vehicle replacement costs and prepare specifications for purchase of new vehicles
• Audit and process vendor invoices for accuracy and on-time payment
• Evaluate the existing fleet vendor relations and quality of service for potential improvements
• Recommend procedures to improve efficiency of the fleet program
• Ensures adherence to safety rules and regulations and may plan and direct safety campaigns
• May prepare and control department budget, direct recording of expenses, and analyze purchase and repair costs to control expenditures
• May participate in the development and evaluation of the use of alternative fuel and on-site fuel (storage)
• Renew ECS-owned vehicle registrations
• Coordinate with Enterprise Claims for windshield replacements/repairs
• Review and approve/disapprove all vehicle repairs
• Assign fuel pin numbers for all drivers using fuel cards
• Manage all recall lists and ensure recall repairs are performed
• Manage toll charges on various Websites
• Manage DOT regulations for entire ECS fleet
• Review reports filed by third-party organizations on behalf of ECS with state DMVs, DOT and IRS
• Knowledgeable in DOT, FMCSA, and CSA rules and regulations to ensure ECS is compliant with all federal, state, and local requirements
• Manage HR-related DOT processes such as DOT applications, background checks, DOT drug and alcohol testing, etc.
• Maintain/verify driver files are compliant and updated as necessary
• Provide subject matter expertise either through education, training, and/or experience in FMCSA/DOT compliance
• Assure DOT drug/alcohol policy is compliant with applicable regulations
• Ensure annual driver filings are completed, MVR's, CDL, etc.
• May perform other clerical and administrative tasks as assigned

• High School or GED required; BS preferred
• Minimum 1-3 years related experience
• Able to work independently without direct supervision
• Must be available to limited travel throughout the continental United States (10-15%)

ECS Group of Companies (ECS) was founded in 1988 with the goal to raise the standards of professional engineering consulting. Today, we are a leader in geotechnical, construction materials, environmental and facilities consulting services. We are employee-owned with more than 2,800 employees in 100+ offices and testing facilities coast to coast. ECS is currently ranked #64 in Engineering News-Record's Top 500 Design Firms (April 2024), #144 in Engineering News-Record's Top 200 Environmental Firms (October 2024) and #28 in Zweig Group's Hot Firm List (June 2024). For additional information about ECS click here.

We love our employees and we show this through providing some great benefits, including paid time off, health and other insurance plans, retirement and college savings plans, and more. Click here to learn more about the great benefits at ECS.

ECS is an Equal Opportunity Employer. This means that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.