Fleet Administrator

POSITION: Fleet Administrator 

REPORTS TO: Environmental Health & Safety Manager

LOCATION: Boccardo Regional Reception Center, San Jose  

STATUS: Full-time/Exempt 

COMPENSATION: $60-70K/Annually

ABOUT HOMEFIRST

Established in 1980, HomeFirst™ is a nonprofit organization passionately working to end homelessness. We serve the Bay Area community through low-barrier programming and systems leadership – meeting each person where they are by offering support and resources that address immediate and long-term housing needs. With nearly 45 years of experience, we view housing as a fundamental human right and understand that solving homelessness requires a collaborative effort.

POSITION OVERVIEW: 

Reporting to the Safety Manager, the Fleet Administrator is responsible for administering and coordinating motor vehicle fleet operations for the agency, including maintaining necessary records, files, reports and safety training.  Understands OSHA, DOT, fleet-specific regulations, licensing, registration, and reporting requirements. 

REPORTING RELATIONSHIPS:

This role reports to the Environmental Health & Safety Manager.

PRIMARY RESPONSIBILITIES:

• Prepare and maintain accurate administrative records of fleet vehicles, drivers, and insurance including required DMV, CHP, DOT, CARB, Cal/ OSHA regulatory filings, reports, registrations, and terminal inspections.
• Ensure vehicle and driver compliance with local, state, and federal government rules and regulations.
• Coordinate all Random Drug Testing and CARB compliance activities.
• Create manuals for drivers and keep employees updated on fleet programs.
• Collaborate to provide high-level customer service and care to program participants.
• Perform accident, injury, and property damage incident reporting to insurance company and safety department including root cause analysis, sequence of events, and corrective actions/ preventative actions (CAPAs).
• Audit driver's daily inspection reports for compliance.
• Lead telematics ROI identifying emerging fleet and driver safety risks.
• Document, track, and analyze fleet incidents and accidents, and provide bi-weekly reporting.
• Receive and administer pull notice/ driver's alert updates.
• Continuously improve staff training and staff development activities.
• Maintain up-to-date expert knowledge of related regulations, laws, and requirements.
• Prompt handling, follow up, and completion of required tasks.
• Maintain confidentiality and data integrity.
• Create and maintain weekly Fleet Key Performance Indicators (KPI) reports.
• Lead fleet insurance claims from start to finish.
• Administer approved requests for new and retired fleet vehicles.
• Back up to Drivers when necessary.
• Other duties as assigned.

BENEFITS

HomeFirst provides comprehensive benefits, including 100% employer-paid medical, dental, and vision coverage and additional wellness options like chiropractic care, mental health support, pet insurance, and an Employee Assistance Program. We offer a 401(k)-retirement plan with generous matching, life and disability insurance, flexible spending accounts, commuter benefits, and workers’ compensation. Employees enjoy 12 holidays, sick leave, and PTO starting at 15 days annually, increasing with tenure, plus 4 hours of civic engagement leave annually to volunteer.

HomeFirst is proud to be an Equal Opportunity and Affirmative Action employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity, age, disability, veteran status, or any other status protected by law. We also consider qualified applicants with criminal histories consistent with applicable federal, state, and local law. Additionally, HomeFirst participates in the E-Verify program, as required by law.

HomeFirst is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application process. If you need assistance or accommodation due to a disability, please let your recruiter know.

QUALIFICATIONS (YOU HAVE)

Education & Experience:

• High School Diploma or equivalent
• Expert knowledge of CHP, DOT, CARB, and DMV policies and procedures required.
• Demonstrated proficiency in fleet management practices, policies, regulations, required.
• 2+ years’ successful experience in a fleet administrative role required.

Skills & Abilities:

• Excellent verbal communication, writing, and computer applications skills required.
• Fully proficient in Microsoft Office Suite including Word, PowerPoint, Excel, and Outlook.
• Ability to be safety focused, and assess, analyze, and present data.
• Advanced ability to be organized and work successfully in a fast-paced environment with multiple competing priorities.
• Class B license preferred.
• Ability to lift to 50 pounds, stand throughout the day, and to bend/twist.
• Strong ability to understand, create and interpret written and verbal instructions.
• Strong ethics and interpersonal skills.
• Health, TB, background clearances and any other mandatory State/Fed requirements upon hire.
• Valid driver's license and reliable transportation, able to be added to agency insurance.

Characteristics:

• A desire to work in a nonprofit setting involving individuals who are experiencing homelessness, mentally ill, chemically addicted and/or of diverse cultural or racial origins.
• A passion to support the HomeFirst Services mission and ability to articulate its philosophy, values, and practices to internal and external stakeholders.