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Fleet Operations Coordinator

2 months ago

Australia NES Fircroft Full time

Job Title: Fleet Operations Coordinator

Location: NES Fircroft

Roster: Monday to Friday

Length of Contract: 12 months

Job Summary:

The Fleet Operations Coordinator will be responsible for tracking and coordinating vehicle servicing, recording vehicle pre-starts, and coordinating ad-hoc repairs. The successful candidate will also be responsible for driver and vehicle authorizations, site controls, and liaising with the Toyota Fleet Team and Mechanic.

Key Responsibilities:

  • Vehicle Management: Track and coordinate vehicle servicing, record vehicle pre-starts, and coordinate ad-hoc repairs.
  • Driver and Vehicle Authorizations: Manage driver and vehicle authorizations, site controls, and ensure compliance with company policies.
  • Liaison with Toyota Fleet Team and Mechanic: Liaise with the Toyota Fleet Team and Mechanic to ensure timely and efficient vehicle maintenance.
  • Lease Agreements and Contracts: Understand lease agreements and work with the Contracts & Procurement Team to ensure compliance.
  • Bussing and Logistics: Manage bussing and logistics, including coordinating transportation and ensuring timely delivery of goods and services.
  • Administrative Support: Provide administrative support to the Onshore Operations workforce, including carrying out various administrative and business services duties.
  • Process Improvement: Contribute to the continual improvement of administration and business services processes and procedures.
  • Stakeholder Management: Maintain solid relationships with various external stakeholders, including vehicle management service providers, stationary providers, and PPE providers.
  • System Management: Drive the Vehicle Management system to ensure all activities are actioned in a timely manner and systems are fit for purpose.
  • Bus Services: Support the safe and efficient execution of the Onshore Bus Services.
  • Scope of Works: Understand the high-level scope of works for several of our service contracts, including accommodation, bussing, PPE provision, and hotel services.
  • Meetings and Minutes: Organize, attend, and minute meetings with contractors as directed.
  • Reporting and Communication: Provide updates to the Contract Holder regarding overall operations and raise concerns early.
  • Relationship Building: Build and maintain positive and productive relationships with internal teams.
  • Progress Tracking: Provide progress reports and inputs into team tracking mechanisms.
  • Document Management: Store all information in a central location to enable visibility and ensure the currency of documents and files in the Business Services MS Teams folder.
  • Ticket Management: Assign and resolve tickets using Service Now.
  • Procedure Updates: Support the currency of Business Services Quick Reference Guides and roll out updates to Business Services procedures and initiatives.
  • Reporting and Presentations: Prepare and distribute various reports, presentations, and communications as directed.
  • Team Building: Organize Away Days and Team Building activities.
  • Vehicle Management: Support the vehicle management system, including compliance requirements and ensure any maintenance and repair activities are actioned in a timely manner.
  • Meeting Room Management: Support the effective use of meeting rooms through calendar management and liaise with other departments to ensure the equipment is maintained to a satisfactory level.
  • Reward and Recognition: Contribute to the Onshore Reward and Recognition system by encouraging and supporting the input of nominations and ensuring prompt issue of rewards.
  • Site Access: Support the governance of the Site Access system by actioning all Onshore Access requests in a timely manner, applying an appropriate level of problem-solving when usual approvers are unavailable, and understanding the link between site access and the supplementary workforce portal.
  • Onboarding: Support employee and vendor onboarding, including competency data entry into Company supplementary workforce portal, PPE procurement, and desk allocation.
  • Site Visits and Events: Support the planning and execution of Technical and Corporate site visits and events.
  • Administration Services: Support the coordination of Administration services, including stationary, cleaning, and/or recycling programs and staff amenities for all office space occupied by Onshore Operations.
  • Credit Card Management: Support the governance of the corporate credit card system and reconcile corporate expenses as required.
  • Administrative Duties: Carry out general administrative duties, including printing, scanning, filing, binding, updating Excel registers, maintaining currency of Distribution Lists, meeting agenda preparation, and minute-taking.