Fleet and Procurement Specialist

POSITION SUMMARY:

A Fleet and Procurement Specialist is responsible for sourcing, evaluating, and acquiring the goods, services, and materials the agency needs to operate efficiently and cost-effectively. This role involves researching suppliers, negotiating contracts, managing vendor relationships, and ensuring timely delivery of quality products at the best possible value. The specialist monitors inventory levels, analyzes market trends, and works closely with internal teams to align purchasing decisions with operational needs, budget goals, and compliance requirements. The Purchasing and Fleet Services Specialist is responsible for the daily coordination of the agency’s fleet and facility safety and operations. The position ensures that agency physical plant, facilities, appliances, furniture, systems, vehicles, properly maintained, and appropriately documented. The Specialist coordinates preventive maintenance, repairs, inspections, towing, roadside assistance, vehicle assignments, fuel records, GPS monitoring, registration and insurance documentation, accident follow-up, and driver-related fleet requirements.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

The employee must possess practical knowledge of fleet management, vehicle lifecycle administration, preventive maintenance programs, repairs, inspections, registrations, licensing, insurance compliance, fuel management, GPS and telematics systems, transportation safety regulations, and fleet asset tracking. The employee must have a working knowledge of procurement principles, including purchasing procedures, vendor sourcing and management, competitive price analysis, bid and quote evaluation, purchase order processing, invoice reconciliation, inventory control, warranties, service agreements, and budget monitoring.

The employee must be able to coordinate and oversee fleet operations by assigning and monitoring daily work, supervising staff as assigned, evaluating performance, providing guidance and training, maintaining accurate records, and ensuring timely completion of assignments. The employee must be able to inspect vehicles and equipment, identify maintenance and safety deficiencies, coordinate repair and preventive maintenance services, review repair documentation for accuracy and completeness, and communicate operational concerns promptly to management and vendors.

The employee must be able to establish and maintain effective professional relationships with vendors, contractors, service providers, and internal departments while continuously identifying and securing qualified vendors that provide reliable service, competitive pricing, and high-quality products. The employee must be able to negotiate pricing, monitor vendor performance, and ensure compliance with purchasing policies and contractual agreements.

The employee must demonstrate strong organizational, communication, analytical, problem-solving, recordkeeping, and time-management skills. The employee must be proficient in Microsoft Office applications and capable of using fleet management software, GPS and telematics platforms, procurement and inventory systems, spreadsheets, shared electronic files, and digital recordkeeping systems. The employee must be able to respond effectively to vehicle breakdowns, emergency fleet situations, and urgent operational needs, travel between work locations, and work flexible hours, including evenings or weekends, when operational demands require.

ESSENTIAL RESPONSIBILITIES:

Fleet Coordination and Operational Support

• Coordinate daily fleet operations by monitoring vehicle availability, maintenance schedules, and operational priorities.
• Coordinate work assignments with fleet vendors, maintenance providers, and internal departments to support uninterrupted transportation operations.
• Monitor vehicle status, repairs, inspections, and maintenance schedules, and communicate updates to management and program staff.
• Maintain department records related to fleet operations, purchasing activities, vendor services, and vehicle documentation.
• Coordinate departmental coverage during vehicle breakdowns, maintenance appointments, and other operational disruptions.
• Communicate fleet, purchasing, facility, vendor, and operational issues to management and recommend appropriate solutions.

Procurement and Purchasing Operations

• Coordinate the procurement of goods, equipment, vehicles, supplies, and services in accordance with agency purchasing policies and approved budgets.
• Process purchasing requests by reviewing specifications, obtaining competitive quotes, preparing purchase orders, and coordinating approvals.
• Monitor the purchasing process from requisition through payment to ensure timely and cost-effective acquisition of goods and services.
• Track purchasing activity, monitor expenditures, and assist with identifying opportunities for cost savings and process improvements.
• Ensure purchasing documentation is complete, accurate, and maintained for auditing and reporting purposes.

Vendor and Supplier Relations

• Identify, evaluate, and maintain relationships with qualified vendors providing fleet, maintenance, facility, equipment, and operational services.
• Obtain and compare vendor quotations based on pricing, quality, warranty coverage, service capabilities, and delivery schedules.
• Coordinate vendor services, monitor vendor performance, and communicate concerns regarding pricing, service quality, delays, or contract compliance.
• Assist with negotiating pricing, warranties, service agreements, and delivery schedules to obtain the best value for the agency.
• Maintain current vendor files, insurance documentation, contracts, and service agreements.

Fleet Maintenance and Vehicle Administration

• Maintain current records of all fleet vehicles, including assignments, mileage, condition, maintenance history, registrations, inspections, insurance, and availability.
• Coordinate preventive maintenance, inspections, oil changes, tire replacement, brake service, battery replacement, recalls, and other scheduled maintenance.
• Coordinate vehicle repairs, towing services, roadside assistance, and emergency maintenance as needed.
• Obtain repair estimates, review repair documentation, verify completed work, and maintain service records and invoices.
• Monitor vehicle downtime and coordinate temporary vehicle assignments when necessary.
• Conduct routine inspections of vehicles to identify cleanliness, damage, maintenance needs, safety deficiencies, and required documentation.
• Ensure vehicles contain current registration, insurance cards, inspection documentation, emergency equipment, and required safety supplies.
• Report unsafe vehicles or equipment to management and coordinate removal from service until repairs are completed.

Driver and Transportation Safety Support

• Coordinate with Human Resources and program management regarding driver eligibility, licensing, motor vehicle record reviews, and required documentation.
• Provide guidance regarding vehicle inspection procedures, fuel usage, mileage reporting, GPS utilization, accident reporting, and vehicle care requirements.
• Review mileage logs, fuel reports, GPS activity, and vehicle utilization records for accuracy and completeness.
• Report unusual vehicle activity, missing documentation, unauthorized vehicle use, or safety concerns to management.
• Coordinate documentation and follow-up activities related to vehicle accidents, insurance claims, repairs, and incident reporting.

Inventory and Asset Management

• Monitor inventory levels for fleet supplies, vehicle parts, safety equipment, fuel cards, office supplies, and operational materials.
• Coordinate purchasing and distribution of approved equipment, furniture, supplies, and operational materials.
• Maintain inventory records to reduce shortages, duplicate purchases, waste, and unnecessary expenditures.
• Assist with planning purchasing needs for new programs, relocations, renovations, emergencies, and seasonal operations.

Facilities and Operational Coordination

• Coordinate vendor services related to facilities maintenance, repairs, equipment installations, office moves, renovations, and operational projects.
• Conduct site visits to identify facility, equipment, vehicle, and operational concerns requiring corrective action.
• Conduct regular safety and operational walk-through of agency facilities to proactively diagnose physical plant or safety issues. Oversee end-to-end resolution of facility issues by coordinating follow-ups and sourcing external vendors as needed. 
• Monitor work orders, vendor performance, project timelines, costs, and completion status.
• Assist with urgent operational needs involving facilities, utilities, vehicles, equipment, building access, and emergency services.

Reporting and Administrative Support

• Prepare daily, weekly, and monthly reports regarding fleet utilization, maintenance, repairs, fuel usage, accidents, purchasing activity, vendor performance, and operational costs.
• Maintain accurate electronic and paper records related to fleet operations, procurement activities, vendor services, inventory, and facilities.
• Assist with internal audits, regulatory inspections, vehicle acquisitions, program openings, relocations, and other operational projects.
• Perform other fleet, procurement, facilities, and administrative duties as assigned to support agency operations.

QUALIFICATIONS

• High school diploma or equivalent, at least three years of experience in fleet operations, vehicle maintenance, transportation, automotive services, or a related field.
• Experience maintaining vehicle records, scheduling repairs, working with vendors, and monitoring fleet operations.
• Strong organization, communication, recordkeeping, and problem-solving skills.
• Proficiency in Microsoft Office and the ability to learn GPS, fleet, and electronic record systems.
• Valid, unrestricted driver’s license that meets agency and insurance requirements.
• Ability to travel throughout the assigned state
• Employees will be reimbursed at the current approved business mileage rate for any work-related travel 

Preferred

• Associate or bachelor’s degree in Transportation, Automotive Technology, Business, Operations Management, or a related field.
• Experience in a human services, healthcare, nonprofit, or IDD service organization.
• Knowledge of wheelchair-accessible vehicles, lifts, ramps, and securement systems.

PHYSICAL REQUIREMENTS

• Ability to perform hands-on fleet coordination functions.
• Ability to sit, stand, walk, bend, reach, and navigate parking and maintenance areas.
• Ability to enter and inspect agency vehicles.
• Ability to periodically lift or move items weighing up to 25 pounds.
• Ability to work on a computer and communicate by telephone and electronic systems.
• Ability to drive between program locations, repair facilities, and vendor sites.

EMPLOYMENT CLASSIFICATION AND DISCLAIMER

The final FLSA classification should be confirmed by Human Resources based on the position’s actual duties, authority, and compensation. Employment is at-will unless governed by a written agreement. The agency may modify duties and requirements based on operational or regulatory needs.

WORK ENVIRONMENT

The Fleet and Procurement Specialist works in offices, program locations, parking areas, garages, repair facilities, and vendor sites. The employee may be exposed to vehicle traffic, outdoor weather, maintenance noise, fuel odors, and mechanical equipment. Ability to work in a high-paced environment and able multi-task and prioritize responsibilities. The position requires frequent interruptions and timely responses to vehicle breakdowns, accidents, repairs, and program transportation needs. Irregular hours may occasionally be required. Be available after-hours for work emergencies. Reasonable accommodations may be provided to qualified individuals with disabilities.