Fleet Coordinator from System One
Newark, NJ 07105
About the Job
Newark, NJ
Contract - 6-month assignment with option for renewal
Monday through Friday (7:30 a.m. - 4 p.m.)
RESPONSIBILITIES:
Contract - 6-month assignment with option for renewal
Monday through Friday (7:30 a.m. - 4 p.m.)
FLEET COORDINATOR
The Fleet coordinator is responsible for managing the financial aspects of multiple projects, ensuring efficient budgeting, financial reporting, and resource allocation. Additionally, this role includes overseeing a fleet management system for approximately 800 vehicles, coordinating vehicle rotations, maintenance, and leasing activities. The Financial Project Administrator works closely with project managers, finance teams, fleet management, and IT to ensure smooth execution of financial and operational tasks, in compliance with corporate and regulatory policies.
RESPONSIBILITIES:
- Financial Planning & Budgeting: Assist in the development of project budgets and financial forecasts. Monitor project spending and ensure alignment with budget expectations.
- Financial Reporting: Prepare and analyze financial reports for ongoing projects as well as fleet financial reporting, vehicles leases and postage services invoices.
- Financial Monitoring: Track financial progress against budgets and project milestones. Ensure timely identification and resolution of any financial issues or risks.
- Cost Management: Assist in the management of project costs, ensuring cost-control measures are in place. Analyze variances between costs and suggest corrective actions for any issue.
- Invoice & Contract Management: Manage contracts and vendor invoices. Ensure all financial terms and conditions of contracts are met and liaise with procurement when necessary.
- Collaboration with Stakeholders: Work closely with project managers, finance teams, and external stakeholders to ensure the seamless execution of financial tasks within the project and work lifecycle.
- Documentation & Record Keeping: Maintain accurate and up-to-date financial records, including invoices, payment approvals, budget and reports.
- Fleet Management:
- System Maintenance & Development: Maintain and modify the fleet management system for a fleet of approximately 800 vehicles.
- Fleet Operations Management: Manage carpooling, vehicle rotation, credit card handling, car wash services, and maintenance programs for the fleet.
- Vehicle Replacement Programs: Prepare and update multi-year non-revenue vehicle replacement programs. Review the vehicle replacement cycle from plan preparation to receipt of new equipment. Arrange for vehicle retirement and disposal.
- Monitoring & Reporting: Monitor and review reports on vehicle conditions, mileage, accidents, fuel purchases, maintenance activity, and compliance with preventative maintenance programs.
- Bachelor's degree in Finance, Accounting, Business Administration, or a related field, or a minimum of 5 years of relevant industry experience in lieu of a degree.
- 2-4 years of experience in financial administration, project management, or related roles.
- Proficiency in financial software and Microsoft Office Suite (Excel, Word, PowerPoint).
- Strong analytical and numerical skills.
- Excellent communication skills and the ability to present complex financial data clearly.
- Attention to detail and organizational skills.
- Ability to manage multiple projects and meet deadlines in a fast-paced environment.
- Strong problem-solving skills and proactive attitude.
- Ability to work independently and as part of a team.
- High level of integrity and accountability.
- Strong time-management skills with the ability to prioritize tasks effectively
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