Property and Fleet Administrator
Property and Fleet Administrator
Job Number: 79148
ABOUT STANFORD UNIVERSITY AND RESIDENTIAL & DINING ENTERPRISES: Residential & Dining Enterprises, the largest auxiliary organization at Stanford University, supports the academic mission of the University by providing the highest quality services to students and other members of the university community. R&DE has an annual operating budget of over $270 million, oversees a 5 million sq. ft. physical plant across the campus, provides housing for over 12,000 students, serves over 18,000 daily meals at 30 dining and retail locations and over 500,000 meals at Athletic Concessions events, and hosts 20,000 conference guests annually. R&DE comprises 1100+ staff in the following divisions: the Office of the Senior Associate Vice Provost (SAVP), Student Housing Operations, Stanford Dining, Stanford Hospitality & Auxiliaries, Stanford Conferences, and a team of R&DE strategic business partners: Finance & Administration, Human Resources, Information Technology, Maintenance Operations and Capital Projects, and Strategic Communications. JOB PURPOSE: Perform three important functions: [1.] R&DE Department Property Administrator (DPA), [2.] R&DE Fleet Manager, and [3.] contributor to MCP's Health, Safety, and Sustainability efforts. The DPA maintains property records and provides guidance concerning acquisition, coordination of transfers, equipment custody, maintenance, physical inventory, and disposal in collaboration with the Stanford Property Management Office. The Fleet Manager efficiently oversees and supports the organization's vehicles in a fiscally responsible manner and in accordance with university policies. The Health, Safety, and Sustainability efforts include occupational health & safety and environmental compliance program, sustainability and utilities management program, and emergency preparedness and business continuity program. This role includes performing specialized, diverse work activities and coordinate solutions, working independently, supporting the operations, maintenance, repair, upkeep, inventory tracking, and refurbishing activities. This is an individual contributor role. CORE DUTIES*:
- Responsible for selecting and maintaining a full-range of vehicles and other transport options in order to keep R&DE's operations, deliveries, distributions, employee travel, and maintenance work on schedule and within its established budget.
- Responsible for establishing, maintaining, and educating staff on polices related to vehicle standards, maintenance and repair, lifecycle replacement, inspections, interdepartmental use, incident response, and inventory.
- Responsible for impeccable record keeping related to user transportation logs, purchase, use, maintenance, inspection, disposal, and compliance with university, state and federal regulations. Oversee that divisional fleet coordinators submit records and reports in a complete and timely fashion.
- Develops and implements vehicle and associated equipment preventive maintenance program.
- Develops and maintains outside vendor and service provider relationships.
- Helps to ensure that all vehicles are maintained and repaired in a timely fashion to help minimize costs by maximizing fuel efficiency and minimizing unexpected repairs.
- Responsible for department equipment whether R&DE owned, or vendor owned in the event of a loan, lease, or evaluation. Responsibilities include the proper management oversight of capital and some non-capital equipment. The responsibility begins with screening of purchase requisitions; includes equipment receipt, both online and physical receiving of the equipment; tagging the equipment appropriately; data entry and inventory; disposal and entering the equipment information into Sunflower (the University inventory system).
- Conduct spot physical inventories to maintain/validate the data integrity in facilities systems of record and, on occasion, supervise the work of team members and contractors that may be used to collect and enter physical data.
- The DPA assists, informs, and reminds asset users of their property responsibilities, including the departmental, sponsored, and governmental requirements and regulations for proper use of R&DE-owned equipment.
- The DPA must maintain solid relationships and have knowledge of the following departments' policies regarding capital equipment: Environmental Health & Safety (EH&S) and the Department of Risk Management, which is the university's self-insurance department.
- The DPA will maintain the departments' property records, including purchase orders, quotes, packing lists, shipping records, Return Merchandise Authorizations (RMA), all paperwork related to lost or stolen equipment, Police Reports, report all information of equipment theft to the Risk Management Department.
- At the end of life for equipment, capital or non-capital, the DPA will make on-site preparations for disposals, surplus sales, and trade-ins of equipment for pick-up. The DPA will work closely with the Property Management Office (PMO) and departments requesting assistance, utilizing the best practices for the preparation and identification of all assets being disposed.
- Conduct biennial asset inventories working closely with PMO, reconciliation of assets unfound during the physical inventory within 30 days.
- Assists Property Service Representatives (PSRs) in financial and physical reconciliation of records; this includes periodic unmatched reports provided by PMO. Consults PSR to understand and meet compliance and other established requirements staying current with new procedures, upcoming changes etc.
- Attend Quarterly Property Administrator's Continuing Education (PACE) meetings. Maintains an on-going awareness of organizational activities that are related to property management.
- This position will assist with the other functional areas in their teams workgroup including health and safety programming by assisting with the correction of identified safety issues, performing root cause analysis, identifying and tracking corrective actions; tracking chemical inventory, disposal, hazardous waste; developing, coordinating, evaluating and ensuring compliance with disposal procedures; developing and conducting safety training and/or new employee facility orientation; and maintaining and participating in emergency preparedness, recovery and business continuity coordination.
- Fleet management background and experience highly sought after and desired.
- DPA background and experience highly sought after and desired.
- Demonstrated experience and skills desired in operations, logistics, and using software programs to monitor fleet.
- Demonstrated interest desired in the areas of health & safety, sustainability, and emergency preparedness.
- Proven self-starter, problem solver, and team player. Someone who can manage their own time, meet deliverables, and stay nimble with minimum supervision.
- Valid California Non-commercial Class Driver's license.
- Certified Professional Property Specialist (CPPS) Certification desired but not required.
Location: Residential & Dining Enterprises, California, United States
To be considered for this position please visit our web site and apply on line at the following link: stanfordcareers.stanford.edu
Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.