Fleet Service Coordinator
Adams County Sheriff's Office
 Commerce City, CO

What Success Looks Like In This Job

Coordinate and schedule county vehicles/equipment for preventive maintenance inspections, general mechanical repairs, warranty repairs, OEM (Original Equipment Manufacturer) recall work; communicate maintenance requirements and status of follow up repairs to internal county user departments; create monthly vehicle billing; and administer FASTER database system.

Examples of Duties for Success

  • Greet customers and generate work orders from service requests.
  • Monitor preventive maintenance reports for scheduling purposes and update county user departments. This person serves as the primary contact who relays repair status information to county user departments.
  • Coordinate workflow with the shop foreman and assist in assigning work to technicians; open and close work orders in the automated shop management system.
  • Monitor status of mechanical and physical damage repairs being performed by outside vendors.
  • Assist in coordinating emergency repairs and service calls.
  • Advise the Shop Foreman and Fleet Operations Manager of scheduling issues or problems.
  • Assist in transferring vehicles/equipment.
  • Manage the “pool vehicle“ program to ensure that the vehicles are clean, ready for use, and produce proper revenue generation.
  • Set up payment to vendors for non-parts purchases in the shop.
  • Cross-train to assist with the fuel card program and the end of the month billing process, as a back-up to the fleet manager.
  • Order shop supplies, windshield repairs, and windshield replacements according to Fleet Management procedures.
  • Serve as the “emissions coordinator“. Manage the emissions program to properly comply with the State of Colorado regulations regarding emission testing.
  • FASTER Database system administrator. FASTER tracks every vehicle life cycle cost. The system is housed at IT, but daily changes and operational functions come through Fleet Service Coordinator.
  • Fleet Management employees have specific access privileges throughout the FASTER system. This is monitored and managed by Fleet Service Coordinator, allowing system integrity and protection. Non-Fleet employees are also managed by Fleet Service Coordinator, such as Factory Motor Parts employees who enter parts into the system daily.
  • Pull vehicle cost data from FASTER database and send monthly billing for Capital and O&M costs to Finance
  • Manage vehicle registrations and license plate renewals for all county vehicles/equipment.
  • Monitor/audit daily parts invoicing from On-Site parts provider.
  • Take pictures of all accident damage to any vehicle/equipment; make pictures available to Risk Management Department.
  • Answer phones in the shop and two-way radio.
  • Support and assist with implementation of policies and procedures that promote prompt, courteous customer service.
  • Perform asset inventories.
  • Enter vehicle/equipment specification data in the computer.
  • Occasionally may perform certain minor repairs to vehicles such as adding engine oil to an engine, adding windshield washer fluid, replacing wiper blades, making keys, etc.
  • Perform other related duties and responsibilities as required.

Qualifications for Success

  • Experience:
  • A minimum of three (3) years of “in person“ customer service experience.
  • Experience in an automotive repair shop environment is highly desirable.
  • Education and Training:
  • High school diploma or GED equivalent.
  • Additional specialized training in computers, customer service, organization and or college courses relative to this job description.
  • Demonstrated ability to use a personal computer and related software.

License or Certificate:

  • Possession of, or ability to obtain, a valid Colorado driver's license.
  • Possession of certification as a Service Consultant from Automotive Service Excellence (ASE), or the ability to obtain this certification upon completion three years of service.

Background Check: Must pass a criminal background check. More Qualifications for Success

Special Requirements:

Essential duties require the following physical abilities and work environment:

  • Ability to sit, stand, walk, kneel, crouch, squat, stoop, reach, crawl, twist, climb, and lift 25 pounds.
  • Exposure to noise, outdoor climate conditions, dust, and non-hazardous shop chemicals and lubricants is common.