Administrative Assistant to the Fleet & Safety Director
Jacksonville, FL, United States
The Administrative Assistant to the Fleet and Safety Department provides direct support to the Fleet Manager while working with both Fleet and Safety Departments in achieving the departmental objectives such as reducing incident rates and improving Safety and Health in the work environment.
Essential Job Functions:
Includes, but is not limited to, the job specifications contained herein. Additional duties or job functions may be required as deemed necessary by management personnel as needed to contribute to the team effort by accomplishing related results.
Performs administrative tasks to support the Fleet Manager to achieve the Fleet and Safety Program goals and objectives.
Assigns and tracks monthly online employee training, Monitors progress and updates Management on employee completion status.
Provides reminders to branches weekly regarding online employee training.
Submits end of month employee training results to HR for applicable deductions.
Communicates quarterly completion reports to Management for review, providing summary and insight to the branches.
Provides Reporting Assistance and Support - Dashboard, Mentorship progress report, Jobsite Assessment tracking, monthly speeding reports etc.
Provides technical support to the branches such as troubleshooting, service calls, login management etc. on Fleet & Safety platforms.
Assists with investigation and proactively handles claims including Property Damage, General Liability, Workman's Compensation, and Auto losses.
Manage ongoing maintenance, redemptions and reporting for employee rewards program including Safety Champion.
Promotes and reinforces positive safety culture through frequent and constructive interactions with employees at all levels.
Oversees the production of training materials (i.e. handouts, posters, booklets, binders, etc.).
Champions PPE procurement and distribution (i.e. shirts, vest, hats, gloves, facemasks, etc.).
Assists with Fleet & Safety compliance programs.
Generates excel-based performance dashboards and reports using data from multiple sources. confirming accuracy, resolving discrepancies, and mine trends using graphs, charts, etc.
Provides Logistics support (i.e. meetings, training, and events).
Manages accounts such as Sunpass, fuel cards, tag renewals etc.
Manages Driver's Alert GPS Platform-ordering, distributing, troubleshooting, GPS Devices.
Oversees maintenance of truck supplies - decals, fire extinguishers, triangles, Lytx camera/equipment GPS Program.
IFTA: Manages licenses, decals, and submits quarterly returns.
IRP: Applies for and manages IRP tags.
Desired Qualifications: Associate degree preferred.
2-4 years relevant work experience
Experience with claim handling and occupational safety programs preferred
Experience with legal matters / litigation preferred
Requirements Strong communication and problem-solving skills
Ability to develop & maintain positive relations with internal management & external customers
Ability to meet multiple deadlines, multi-task and prioritize in a fast-paced environment
Highly organized and extreme attention to detail
Strong computer and data entry skills and experience with Microsoft Office
Customer Service Attitude
Ability to work well both independently and in a team environment
Occasionally lift up to ten lbs.
Ability to work in a climate-controlled office environment
Vision adequate (including corrected vision) to perform essential job functions
Hearing (including corrected hearing) adequate to understand verbal information and maintain conversations for an hour or more over a telephone in order to perform essential job functions.
Ability to read and write in English in order to process paperwork and communicate with clients and internal customers
Must be able to sit or stand for extended periods of time
Must have manual dexterity required for repetitive motions that may include the wrists, hands and/or fingers. Extended use of a computer, keypad or phone
Salary Description
Up to $19.00 Per Hour