Fleet Contracts/Purchasing Coordinator Job Description

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Under the general supervision of the Fleet Management Division Manager, performs administrative work of routine difficulty, overseeing contracts, coordinating the City’s fuel program, developing and reviewing equipment specifications, assisting in the purchase and disposition of fleet vehicles and equipment and coordinating the new vehicle get ready process. This position is classified as an “assigned” position for Federal Emergency Management (FEMA) and incumbent is required to be available to respond to any and all emergency conditions. Performs related work as required.



Assists Division Manager in the data collection, review, and recommendation of new and replacement vehicles and equipment for the City vehicle and equipment fleet

Coordinates all new vehicle and equipment purchasing utilizing approved contracts or writing bid specifications in conjunction with the City Procurement Division

Generates purchase requisitions, tracks orders, and communicates and schedules deliveries of units with appropriate vendors

Receives new units, inspects units to ensure they are delivered with proper options and meet all specifications

Processes all paperwork and enters new equipment information into the Fleet Management Information system. Works with Asset Manager and Procurement staff to obtain fixed asset number and license and registration.

Coordinates fuel management program to include; fuel ordering, maintenance and upkeep of the fuel site, monthly inspections, and coordination of the annual testing and certification, and annual DEP inspections.

Takes daily fuel inventory readings and calculates fuel quantities. Establishes reorder points.

Coordinates the sale of surplus vehicles and fleet equipment using the City’s approved auction process.

Coordinates the managed parts vendor contract. Assists with reviews and data input on the Fleet Management Information system as needed.

Provides support for the Customer Service area as a backup for scheduled and unscheduled leave.

Other related job duties as required.




High school diploma or GED, with  technical/administrative training,   supplemented by five  years of work experience in a  professional fleet environment  as a buyer, specification writer, and/or procurement professional in an automotive related industry. A CPPB (Certified Professional Public Buyer) preferred. Possession of a valid State of Florida Class "B" CDL Driver’s license within 6 months of hire.


Knowledge of fleet industry functions and operations including descriptions, definitions, and nomenclature commonly used in the automotive, medium/heavy truck, fire apparatus, and construction equipment industries.

Knowledge of basic office practices and procedures as applied to records maintenance and management.

Ability to develop and interpret vehicle and equipment specifications

Ability to understand and follow oral and written instructions.

Ability to maintain accurate records and files in accordance with City and divisional policies.

Ability to utilize the internet and other forms of reference to identify and obtain quotes, and/or develop specifications for a variety of vehicles, equipment, and other fleet related items.

Ability to operate computer software programs such as Microsoft Office, Fleet Management Information Systems, and advanced accounting software.

Ability and willingness to develop and/or learn new processes, procedures, and software systems as required

Ability to establish and maintain effective working relationships with vendors, co-workers, and other City personnel.

Ability to operate modern office equipment and machinery such as computer terminal, telephone, copy machine, fax machine, digital camera, fork lift, and City vehicles.

Ability to work regularly scheduled hours.


Ability to hear, speak and understand conversation in English at a normal tone of voice in person and on the phone.

Ability to see, read and comprehend printed material in English.

Ability to communicate effectively with people of various skill levels.

Ability to sit for reasonable periods of time (not to exceed 2 hours) in the performance of duties to complete scheduled or unscheduled work by established deadlines.

Ability to switch from a variety of positions including standing, squatting, kneeling or bending throughout the work day.

Ability to see, read and comprehend (in English) letters, numbers, words, characters and symbols which are of various sizes, and ability to identify colors.

Ability to lift and hold items weighing up to 25 lbs. for short periods.

Ability to load and unload trucks with items using a fork lift or other lifting mechanism.

Ability to print and draw letters, numbers, words, characters, and symbols that are legible and easily understood.

Ability to work in undesirable conditions which may include: dirt, dust, heat, humidity, cold, excessive noise, fumes and odors.

Ability to work with and around chemicals.

This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, management reserves the right to modify, add or remove duties and assign other duties as necessary. This job description does not constitute a written or implied contract of employment.


Revision Date - 04/28/17