Fleet Administrator

OUR STORY 

Engine Shop is a creative-led experiential agency solving business challenges with storytelling and by connecting our clients with their audiences at the intersection of consumer passion points (e.g., lifestyle, culture, sports, music, film, television, and gaming). Through physical experiences, content, and branded entertainment, we drive our clients’ business objectives by turning a brand’s identity, equities and emotional intelligence from abstract to tangible. 

But that is not our only focus. Our culture is a consideration in everything we do. How we treat one another, how we have each other’s backs, and how we welcome people for who they are, set the metrics of how we define ourselves.  And we know work must fit into life and life into work. 

We want new people to not only join us, but to also drive us.  Drive us to better solutions, drive us to be a better collective, drive us to be the “Better Way.” 

WHAT’S YOUR STORY

You are smart, hardworking, dynamic, and effectively collaborate with different teams across the agency.  We are looking for a proactive and detail-oriented Fleet Administrator to join our team, specializing in Portfolio Management and Promotional Activity. The Fleet Administrator will be responsible for overseeing all aspects of vehicle procurement, deployment, maintenance, and logistics to support our Product Placement and Promotional programs. The ideal candidate will have strong organizational skills, excellent communication abilities, and the ability to manage multiple tasks simultaneously.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

The duties and the responsibilities reflect the general details necessary to describe the principal functions of the job and shall not be constructed as a detailed description of all related work assignments that may be inherent to the job.

• Support vehicle procurement and deployment for Portfolio Management, Lifestyle: Product Placement & Promotional Activity.
• Collaborate with relevant stakeholders to develop vehicle specifications in alignment with existing model builds for continuity purposes, enhancing the success of the overall Product Placement and Promotional program.
• Maintain logs and purchase order numbers for incoming new vehicles.
• Work closely with clients on new vehicle orders and vehicle builds/configurations based on upcoming brand priorities.
• Coordinate all shipping and vehicle "Make Ready" requests in collaboration with National Fleet companies.
• Ensure all Product Placement & Promotional Activity vehicles are prepared as needed before arriving onsite or being picked up.
• Maintain current logs and VIN numbers for all fleet vehicles to ensure compliance with allocated fleet thresholds.
• Conduct quarterly mileage audits and share results with client’s fleet management company for updates within their Fleet Management System.
• Collect and distribute damage and accident reports to appropriate parties for review and approval.
• Coordinate vehicle storage at Vehicle Prep Centers ("VPC's") and determine shipping destinations for new vehicles in collaboration with National Fleet company.
• Identify older model year vehicles for turnover to National Fleet company.
• Obtain appropriate Certificates of Insurance (COI) from production for vehicle loans as needed.
• Assist with the annual distribution of new insurance cards from client’s insurance company.
• Communicate with production representatives to address tickets/violations in a timely manner.
• Coordinate distribution of new vehicle registrations for Manufacturer plates.
• Present dealership estimates to client for review and approval before initiating any fleet service and maintenance.
• Support the Events team in coordinating vehicle requirements for events, including vehicle selection and Special Move Requests.
• Lead vendor relationship with Fleet and coordinate calls with contracted fleet company as required.
• Manage the fleet tracker/fleet grid for US fleets in designated locations.
• Serve as the point of contact for clients regarding fleet conversations
• Coordinate with dealerships for vehicle shipments to locations without a local office.
• Work with client and National Fleet Companies to obtain necessary documentation for retrieving impounded or towed vehicles.
• Perform other duties as assigned.

QUALIFICATIONS, EDUCATION AND/OR EXPERIECE

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and /or abilities required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Bachelor's degree in business administration, logistics, or a related field preferred but not required.
• Previous experience in fleet management, logistics, or related field required.
• Strong organizational and multitasking skills.
• Excellent communication and negotiation abilities.
• Proficiency in fleet management software and Microsoft Office suite.
• Knowledge of vehicle procurement processes and regulations.
• Ability to work effectively in a fast-paced environment and under pressure.

PHYSICAL DEMANDS / WORK ENVIRONMENT

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is required to:

• Stand; walk; sit for extended periods of time, both at a desk and occasionally on an airplane; turn the head and torso, use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell; and have full power of speech.
• Occasionally may have to exert up to 10-15 pounds of force to lift, carry, pull, or otherwise move objects. 
• Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. 
• While performing the duties of this job, the employee may be exposed to weather conditions prevalent at the time.
• The noise level in the work environment is usually moderate. 

ENGINE SHOP IS NOT YOUR TYPICAL AGENCY. 

We are looking for great people who are passionate about what they do. People who understand the value of hard work, are willing to get their hands dirty and enjoy the process as much as the result. People who love working on a team. People with a make it happen and get it done attitude. People who, no matter what the level, are creators, thinkers and doers. No two gears are the same, but they all fit together to make an unstoppable machine here at Engine Shop. 

In return, our promise to you is that we will work tirelessly to create opportunities for your professional and personal development while communicating with transparency about the company for which you have chosen to work. 

Our people are why Engine Shop has been consistently named a “Best Place To Work” by Ad Age and Event Marketer. 

Benefits: 

• 401(k)with a company match
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Parental leave
• Referral program
• Vision insurance
• Legal and Identity Theft insurance
• Company paid Life insurance
• Company paid Short Term and Long Term disability insurance.

Company's website: 

• https://www.engineshopagency.com

Engine Shop is an equal opportunity employer.  We are committed to a work environment that supports, inspires and respects all individuals without regard to race, color, religion, sex, national origin, age, sexual orientation, genetic information, or any other characteristics protected by law.  If you require reasonable accommodation during the application or interview process, please contact us.