Job Description

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Fleet Coordinator

Ref: 310727
Type: Contract
Location: Newark, NJ

Industry: Rail Infrastructure Management Services
Job Level: Experienced Non-Manager
Pay: Negotiable

Opportunity Description

The Fleet coordinator is responsible for managing the financial aspects of multiple projects, ensuring e?cient 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.

Job Duties

Assist in the development of project budgets and financial forecasts. Monitor project spending and ensure alignment with budget expectations.
Prepare and analyze financial reports for ongoing projects as well as fleet financial reporting, vehicles leases and postage services invoices.
Track financial progress against budgets and project milestones. Ensure timely identification and resolution of any financial issues or risks.
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.
Manage contracts and vendor invoices. Ensure all financial terms and conditions of contracts are met and liaise with procurement when necessary.
Work closely with project managers, finance teams, and external stakeholders to ensure the seamless execution of financial tasks within the project and work lifecycle.
Maintain accurate and up-to-date financial records, including invoices, payment approvals, budget and reports.
Maintain, and modify the fleet management system for a fleet of approximately 800 vehicles.
Manage carpooling, vehicle rotation, credit card handling, car wash services, and maintenance programs for the fleet.
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.
Monitor and review reports on vehicle conditions, mileage, accidents, fuel purchases, maintenance activity, and compliance with preventative maintenance programs.

Education

Bachelor's degree in Finance, Accounting, Business Administration

Experience & Skills Required

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 O?ce 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 e?ectively.