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About the Role

The Assistant Director of Fleet and Procurement Services supports the Director in managing the agency’s fleet, purchasing activities, vendor relationships, and operational services across New York, New Jersey, and Pennsylvania. This role provides daily oversight of fleet operations, ensuring vehicles are safe, available, and properly maintained. Responsibilities include managing preventive maintenance, repairs, inspections, registrations, insurance, fuel controls, driver eligibility, accident follow-up, and vehicle replacement planning. The Assistant Director supervises staff, coordinates assignments, monitors performance, maintains records, and assists with budgets, purchasing, vendor management, policies, audits, and reporting. The position collaborates with program leadership, Finance, Human Resources, Quality Assurance, Maintenance, and executive leadership, and assumes departmental responsibilities in the Director’s absence.

Responsibilities

Assist the Director with managing Fleet, Purchasing, Vendor Management, and assigned Operational Services.
Provide daily supervision, direction, and support to departmental employees.
Assign work, establish priorities, monitor schedules, and ensure departmental responsibilities are completed timely.
Monitor employee attendance, performance, productivity, and compliance with departmental expectations.
Participate in hiring, onboarding, training, coaching, and performance evaluations in coordination with the Director and Human Resources.
Address routine employee concerns and recommend corrective action when necessary.
Conduct departmental meetings and communicate priorities, assignments, safety concerns, and operational updates.
Maintain appropriate department coverage and coordinate assignments during absences, emergencies, and high-volume periods.
Assume assigned departmental responsibilities in the Director’s absence.
Assist with oversight of the agency’s fleet of cars, passenger vans, wheelchair-accessible vehicles, and specialty vehicles.
Maintain an accurate fleet inventory showing vehicle location, assignment, mileage, condition, maintenance status, registration, insurance, and availability.
Develop and monitor preventive maintenance schedules for inspections, oil changes, brakes, tires, lifts, ramps, securement systems, and other required services.
Schedule and coordinate repairs, recalls, towing, roadside assistance, breakdown response, and temporary vehicle replacements.
Review repair estimates and completed work for accuracy, timeliness, quality, and reasonable cost.
Monitor mileage, vehicle usage, repair history, downtime, cleanliness, condition, and reliability.
Assist with developing vehicle replacement recommendations based on age, mileage, condition, safety, repair costs, and program needs.
Coordinate vehicle assignments, transfers, temporary replacements, purchases, leases, and disposals as directed.
Ensure vehicles maintain current registrations, inspections, insurance documents, permits, GPS devices, emergency supplies, and safety equipment.
Ensure wheelchair lifts, ramps, securement systems, and specialty vehicle equipment are inspected and maintained.
Conduct routine program-site fleet reviews and document maintenance, safety, cleanliness, equipment, and recordkeeping concerns.
Track accidents, vehicle damage, citations, insurance claims, and required corrective actions through completion.
Coordinate with Human Resources and program leadership to verify driver’s licenses, motor vehicle records, training, restrictions, and vehicle eligibility.
Implement and enforce procedures for vehicle use, driver safety, accident reporting, mileage records, fuel use, GPS monitoring, and vehicle accountability.
Provide guidance to program staff regarding inspections, mileage logs, fuel receipts, cleanliness, safety equipment, and accident procedures.
Review GPS reports, mileage, fuel usage, and vehicle activity to identify unauthorized use, unsafe driving, or unusual activity.
Immediately report serious accidents, driver eligibility concerns, unsafe vehicles, insurance issues, or transportation risks.
Assist with purchasing vehicles, equipment, supplies, furniture, safety materials, parts, and approved operational items.
Review purchasing requests for approvals, specifications, quantities, funding, delivery locations, and operational need.
Obtain and compare vendor quotes based on price, quality, warranties, delivery timeframes, and service terms.
Maintain purchasing records, quotes, approvals, purchase orders, invoices, receipts, delivery records, warranties, and supporting documents.
Monitor inventory and recurring purchases to prevent shortages, waste, duplication, and unnecessary spending.
Coordinate with vendors regarding repairs, deliveries, estimates, warranties, contracts, delays, incomplete work, and billing concerns.
Assist with monitoring departmental budgets, fuel usage, repair costs, purchasing expenses, vendor charges, invoices, and cost-control opportunities.
Prepare fleet reports, purchasing summaries, vehicle status reports, expense information, operational updates, and recommendations for the Director.
Assist with policies, SOPs, audits, inspections, insurance reviews, corrective actions, recordkeeping, risk identification, and special projects.
Attend management, budget, safety, compliance, and operational meetings.
Respond to urgent vehicle, purchasing, vendor, equipment, and facility concerns.
Travel to programs, offices, parking areas, repair facilities, and vendor locations.
Maintain flexibility when emergencies, breakdowns, deliveries, or projects require additional support.
Participate in audits, inspections, insurance reviews, and corrective action activities.
Support program openings, relocations, renovations, and agency projects.
Complete required agency and department-specific training.
Perform other related duties assigned by the Director or Vice Presidents.

Requirements

At least four years of experience in fleet, transportation, purchasing, maintenance, facilities, or operational services.
At least two years of supervisory or management experience.
Experience with vehicle maintenance, vendors, purchasing, budgets, records, and operational projects.
Proficiency in Microsoft Office and the ability to learn fleet, GPS, purchasing, and electronic record systems.
Valid, unrestricted driver’s license that meets agency and insurance requirements.
Ability to travel throughout New York, New Jersey, and Pennsylvania.
Ability to perform administrative, supervisory, and field-based fleet functions.
Ability to sit for extended periods while completing computer-based work.
Ability to walk through parking areas, garages, maintenance facilities, and program locations.
Ability to inspect vehicles and access vehicle interiors.
Ability to periodically lift or move materials weighing up to 25 pounds.
Ability to drive and travel between agency locations and vendor sites.

Skills

Fleet management
Preventive maintenance
Vehicle repairs
Inspections
Registrations
Insurance requirements
GPS systems
Fuel controls
Accident reporting
Driver compliance
Transportation safety
Purchasing procedures
Vendor coordination
Price comparisons
Invoice review
Inventory controls
Warranties
Service agreements
Budget monitoring
Supervisory skills
Organizational skills
Communication skills
Problem-solving skills
Time-management skills
Assigning work
Monitoring performance
Addressing concerns
Maintaining accurate records
Establishing working professional relationships with outside vendors
Securing vendors who provide competitive pricing
Preparing reports
Expense summaries
Fleet status updates
Vehicle replacement recommendations
Purchasing records
Microsoft Office proficiency
Fleet management systems
GPS platforms
Purchasing systems
Shared drives
Electronic record systems
Managing urgent vehicle and operational concerns
Working under pressure
Availability for emergencies

Location

Main Office - Springfield Gardens, NY 11434

Work Type

Full Time

Experience Level

Management

Education Level

4 Year Degree

Salary/Compensations

$85,000.00 - $85,000.00 Salary

About the Company

The agency operates across New York, New Jersey, and Pennsylvania.
The agency may modify duties and requirements based on operational or regulatory needs.
Reasonable accommodations may be provided to qualified individuals with disabilities.

Equal Opportunity

This position is classified as Exempt under the Fair Labor Standards Act and is not eligible for overtime compensation in accordance with applicable law.