Fleet & Facilities Administrator

The Fleet & Facilities Administrator reports to the Vice President, Facilities & Fleet Operations. The Administrator performs centralized day-to-day Facilities department office services, including fleet management, furniture purchases and property leasing management.

ESSENTIAL DUTIES & RESPONSIBILITIES

Monitors and tracks vehicles, equipment, repairs and rental costs on a daily basis by program, site, type and usage. Prepares purchase orders in accordance with agency policy and accounting system for vehicle purchases and rental equipment, tracking each piece of vehicle/equipment by program, job site and job number. Coordinates repairs and maintenance with mechanics/ dealership. Generates purchase orders for repairs and/or required maintenance. Coordinates the update of Department of Motor Vehicle (DMV) registration and current insurance. Assists VP in preparing fleet service and property leasing management policies and procedures, with all required documentation. Prepares check requests and processes invoices, manages expenses. Monitors upcoming lease renewals and expirations. Maintains records of all rental agreements and transactions. Acts as liaison between program operations, facilities personnel and landlords to ensure landlord is providing required maintenance, repair or replacements. Reviews lease language to verify landlord/tenant responsibilities related to accounting, maintenance/repair. Reviews new and renewal of leases or amendments. Inputs leasehold expense components into tracking system. Prepares and updates rent-roll for monthly submittal. Locates rental apartment units for members; initiates negotiations and coordinates with Legal for transaction. Schedules inspections in accordance with Thresholds’ standards. Coordinates the purchases of office and residential furniture, including applicable inventory management. Ensures furniture and equipment meet the organization’s standards and requirements. Coordinates the delivery, installation, and maintenance of furniture and equipment. Maintains an inventory of all furniture and equipment and ensure accurate record-keeping. Provides administration support to the project management and building maintenance teams. Develops all related schedules and tracks expenditures for the department. Writes and presents formal and informal documentation for a wide variety of purposes. Other duties as assigned.

EDUCATION

Bachelor’s degree is required; experience may be substituted at supervisor’s discretion.

EXPERIENCE

Minimum of five (5) years of general office administration, fleet management and/or facilities management administration. Knowledge of basic repair and maintenance relative to vehicles and/or large commercial building systems preferred.

SKILLS/CERTIFICATIONS

Proficient in Microsoft Office Aptitude for project management and purchasing software systems.

WHAT WE OFFER

Competitive pay - Base Rate: $59,000 - $69,000 annually Generous PTO (9 federal holidays, 8 days of sick leave, 15-22 days personal and vacation) Dental insurance, vision insurance, choice of 4 medical insurance plans 403(b) retirement plan with 3% employer match  Robust employee assistance program (EAP) Mileage reimbursement  Cell phone reimbursement (up to $50/month) Public service loan forgiveness  Reimbursement for professional licensure and license renewal

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