Fleet Services Coordinator (Coordinator I-E)

City of Portland | Portland, OR

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Posted Date 8/01/2022
The Fleet Services Coordinator will work as a member of the Repair and Maintenance Team, serving as a critical liaison between the CityFleet Repair & Maintenance team, CityFleet customers, and external vendors.

The Fleet Services Coordinator will be responsible for the customer intake process by initiating automotive and equipment repair work orders, identifying and/or clarifying performance problems and service requests from operators and drivers, and distributing this information to the supervisor or assigned technician. They will facilitate completion of repairs with mechanics and shop management and will prepare estimates for external customers. This position will be responsible for communicating with customers from intake through repair completion, and will enable CityFleet to streamline internal communications by centrally locating the Fleet Services Coordinator adjacent to the technicians performing the work. This position will be integral in process improvement initiatives that affect customer service.

The Fleet Services Coordinator will also organize and coordinate vendor-related vehicle or equipment repairs, including selection of vendors, repair authorizations, verification of repair quality and completion, and invoice processing. The Essential functions are:

Customer Intake
  • Frontline customer relations agent
  • Facilitate service and repair request through multiple channels
  • Communicate with equipment operators to gather all necessary information needed to complete repairs and service
  • Communicate clearly with Fleet supervisor, leads and technicians
  • Assess vehicle and equipment service requirements
  • Facilitate proper approval for any capital/user request equipment needs
  • Collaborate with other shop office staff to determine workload capacity
  • Ability to utilize FMIS to assist in information and workflow
Work Tracking
  • Maintain open lines of communication with vendors to maintain accurate work progress information and tentative completion dates
  • Maintain lines of communication with internal stakeholders and proactively update bureaus of equipment status and estimated times of completion
  • Follow proper procurement and union procedures for outsourced repairs
  • Identify bureau critical equipment needs; work to expedite return to service and maximize operational readiness
  • Follow upon deferred service and repair work
  • Assess vehicle life cycle with supervisors when making recommendations to bureaus for repairs, flagging end of life cycle vehicles with major repairs
  • Obtain proper approval regarding repair cost thresholds (Internal/External)
  • Ensuring smooth shift transition. Passing critical information to following shifts to follow up on any priority equipment
PM Scheduling
  • Proactively contact Bureau/lGA customers to schedule PMs in advance of due date or equipment approaches compliance mileage/hours thresholds
  • Work towards building robust PM Program
  • Develop calendar/schedule for daily PM appointments
  • Work directly with bureaus and assigned fleet representatives to schedule and confirm appointments
City of Portland Core Values: Anti-racism | Communication | Collaboration | Equity | Transparency | Fiscal Responsibility

These values guide our actions as we serve the community and engage our workforce. To learn more about the City's core values, please click here.

Why work at the City of Portland?
The City of Portland workforce serves a population of over 650,000. We are culture- and solutions-driven, viewing every challenge as an opportunity to learn, improve, and share our expertise. We are committed to removing systemic barriers to resources, access, and opportunity. The City is a believer in ALL people and continues to actively recruit and retain diverse top talent every day. We offer a comprehensive benefits package, including but not limited to medical, dental, vision, basic life, short- and long-term disability coverage to eligible employees and their families. If you are open-minded, motivated, community-focused, and self-aware, please apply yourself at the City of Portland today.

Work Location
Currently, many positions with the City of Portland are being performed remotely due to COVID. In the future, current positions classified as “full-time remote” will: 1) become a remote/onsite mix or 2) revert to full-time at a city work location.

Applicants must specifically address and demonstrate in their supplemental question responses and resume how their education, training and/or experience, meets each of the following minimum qualifications:

1. Knowledge of principles and practices of business communication and program administration.
2. Experience with customer service and conflict resolution.
3. Ability to exercise independent judgment, problem-solve, and take initiative within established procedures and guidelines.
4. Ability to utilize fleet management software (such as AssetWorks) and general office software.
5. Ability to communicate clearly, logically, and persuasively, both verbally and in writing and to prepare concise and comprehensive reports and documents.
6. Ability to establish and maintain effective working relationships with Bureau/Office managers and staff, representatives of other governmental agencies, the public, and others encountered in the course of work.

Preferred Qualifications:
  • Knowledge of the various vehicle and equipment repair/ maintenance repair process this is typically obtained from positions held as a Vehicle and Equipment Mechanic.
  • Past knowledge delegating vehicle/ repair process between multiple vendors and in-house repairs.
  • Experience utilizing AssetWorks- Fleet Anywhere or other equivalent FMIS software.
  • Experience utilizing telematic software such as Teletrac- NAVMAN or equivalent,
  • Experience utilizing fuel management programs such as EJ Ward or other equivalent software.
An evaluation of each applicant's training and experience, as demonstrated in their résumé and answers to the supplemental questions, weighted 100%. Do not attach materials not requested. Only candidates who meet the minimum qualifications will be placed on the equally ranked eligible list. You have 14 days from the notice of the examination results to let us know if you disagree with your results. Please read the City of Portland Administrative Rule 3.01 for complete information. Additional evaluation may be required prior to establishment of the eligible list and/or final selection.

**PLEASE NOTE: The eligible list generated from this recruitment may be used to fill future vacancies**

Recruitment Activity Schedule:
  • Job Posting: 8/1/2022
  • Applications Reviewed: Week of 8/15/22
  • Eligible List / Notices Generated: week of 8/22/2022
  • Selection: week of 8/29/22
  • Job Offer: Mid September

Timeline is approximate and subject to change without notice

Application Instructions

Applicants must submit a professional résumé online, as well as answer the supplemental questions specifically focused on your qualifications for this position as identified in the "To Qualify" section of this announcement in accordance with the following Application Instructions:
  • Your résumé and responses to the supplemental questions will be the basis for our evaluation of your qualifications for this position. Incomplete or inappropriate information may result in disqualification.
  • Your responses to the supplemental questions should include details describing your education, training and/or experience, and where obtained which clearly reflects your qualifications for each of the numbered items in the "To Qualify" section of this announcement.
  • Salary Range/Equity Pay Analysis: Please note per the Oregon State Pay Equity Law your salary is determined based on the experience and education listed in your resume/application. It is strongly encouraged to include any transferable experience (paid or unpaid regardless of how recent) to ensure your offer is reflective of all directly related and equivalent experience.
  • Your resume should support the details described in your responses to the supplemental questions.
  • If you are requesting Veteran's Preference, as identified below, please describe in your responses to the supplemental questions and resume any transferrable skills obtained during your military service and how they relate to each of the required minimum qualifications under the "To Qualify" section above.

Please note, all completed applications for this position must be submitted no later than on the closing date and time of this recruitment. All applications must be submitted via the City's online application process. Do not attach materials not requested. E-mailed and/or faxed applications will not be accepted. Work Status: Non-citizen applicants must be authorized to work in the United States at the time of application.

Veterans' Preference:
If you are requesting Veterans' Preference, attach a copy of your DD214/DD215 and/or Veterans Administration letter stating your disability to your profile, as well as checking the box identifying yourself as a Veteran. You must request Veterans' Preference AND include a copy of your documentation for each recruitment to which you apply. Veterans' Preference documentation must be submitted no later than 11:59 PM on the closing date of this recruitment.

ADA, Pregnancy, and Religious Accommodations: If you identify as a person with a disability, are pregnant or nursing, or observe a religious practice(s), and would like to request a reasonable accommodation when applying for this job, please contact the Recruiter below for assistance.

Equal Employment Opportunity: It is the policy of the City of Portland that no person shall be discriminated against based on race, religion, color, sex, marital status, family status, national origin, age, mental or physical disability, protected veteran status, sexual orientation, gender identity or source of income. The City values diversity and encourages everyone who is interested in employment with the City to apply.

Language Pay Differential: City of Portland employees who speak one or more languages in addition to English, may be eligible to receive a “language pay differential.” This is compensation for qualifying multilingual City employees who use their language skill to assist the community. More about the language pay differential can be found here.

Did you know? The City of Portland offers "How to Apply Classes" that are free and review best practices for applying to the City. Follow the link for the most recent list of scheduled dates: https://www.portland.gov/bhr/events.

Shelonda Simpson, Senior Recruiter

Bureau of Human Resources

An Equal Opportunity Employer

Listing Type
Government/Public Agency
Position Type
Full Time
Employer Type
Direct Employer
$53,539.00 - $99,237.00 Annually
Salary Type

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