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Fleet Coordinator

Princeton University
New Jersey, United States
Salary Not specified
Posted Date
Nov 12, 2022
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Fleet Coordinator


Job ID: 2022-15928
Type: Full-Time
# of Openings: 1
Category: Facilities Management and Physical Plant

Princeton University


Princeton Plasma Physics Laboratory is seeking a Fleet Coordinator who will perform fleet management functions for material handling equipment, construction equipment, vehicles, and other related items used by PPPL. The position supports all PPPL laboratory areas.

Are you interested in joining the world’s brightest talent in solving some of the world’s grandest scientific challenges of the 21st century? Princeton Plasma Physics Laboratory (PPPL) is doing just that! Whether it be through science, engineering, technology or professional services, every team member has an opportunity to make their mark on our world. PPPL aims to attract and support people with a rich variety of backgrounds, interests, experiences, and cultural viewpoints. We are committed to equity, diversity, and inclusion and believe that each member of our team contributes to our scientific mission in their own unique way. Come join us!


Provides Fleet management operations for vehicle and mobile/heavy equipment for PPPL Laboratory transportation program to meet Laboratory requirements and maintain compliance with FPMR, GSA, DOE, DOT and EPA. Develops and implements long and short-range vehicle repairs and replacement programs to support Laboratory needs within budget allocations. Researches and provides local GSA vendor maintenance services for GSA vehicles. Coordinates with Princeton Technical Representatives (PTR’s), procurement and accounting regarding maintenance, service and repairs for forklifts, heavy mobile equipment, lifts, and off-road vehicles. Provides oversight of work performed by subcontractors on forklifts, mobile/heavy equipment, and off-road vehicle maintenance and repairs. Point of contact responsibility for other Princeton Technical Representatives (PTR’s) concerning equipment repairs and vendor payments. Establishes and maintains central records/files and computer sites for the acquisition, maintenance, repairs, schedules and disposition of vehicles and heavy mobile equipment. Provides oversight of PPPL’s refueling stations. Administers first time training to Laboratory personnel for operation of vehicles, fuel system and transportation equipment. Maintains records management for tracking, reporting, acquisition and disposition for fleet vehicles, mobile and heavy equipment in coordination with Property Management. Investigates and coordinates with PPPL security concerning vehicle incident reports. Performs warehouse operations (material handling and receiving for new equipment etc.) according to FPMR and DOE regulations. Analyzes and compiles data for report submissions to DOE/Federal and Laboratory management. Achieves all related Department of Energy (DOE), and other Federal performance metrics. Supports shipping and other Material Services operations as required.

Core Duties:

  • 20%- Responsible for administering the fleet management processes and reporting in accordance with FPMR, GSA, DOE, DOT, and EPA regulations to achieve laboratory and DOE objectives. Performs dispatch service for PPPL’s dispatch vehicles by establishing and maintaining vehicle calendar and vehicle logs (assignment, training, maintenance etc.). Delivers and picks-up GSA vehicles for repairs and preventive maintenance to authorized service stations. Delivers and picks-up GSA vehicles to and from GSA distribution center for acquisition, replacement, or return. Monitors Local Use Objectives and collects mileage on a monthly basis. Ensures proper documentation is in vehicles and administers credit cards and E-ZPass systems. Serves as the main point of contact (POC) for any GSA/DOE vehicle maintenance and repair. Trains Laboratory personnel regarding first time vehicle operations and on newly purchased transportation equipment that includes vehicles with lift gates and fuel dispensing systems. Coordinates with security for DOE and GSA vehicular incident reports and repairs on DOE owned Fire trucks. Collects monthly mileage and reviews annual local use objectives (LUO’s) for reporting purposes. Initiates and collects vehicle justifications annually. Provides oversight of PPPL’s refueling stations and Fuel Force System for dispensing fuel. Provides oversight of PPPL’s fuel tank monitoring system. Places fuel orders (B20, E85, Gasoline and Diesel) for fueling station, as needed. Performs monthly safety inspections of PPPL fuel station and request maintenance as needed.
  • 20%- Schedule repairs and preventive maintenance as required on forklifts and off-road vehicles. Schedules shipping as needed for off-site repairs. Oversees work performed on forklifts and off-road vehicle repairs administered by outside subcontractors. Performs monthly inspections on all off-road vehicles using small tools and appropriate PPE. Inspects all off-road vehicles for proper documentation (manuals, operator’s daily checklists and sign off sheets) and trains Laboratory personnel for first time operation on new off-road vehicles.
  • 20%- Reports vehicle and equipment status through Federal Automotive Statistical Tool system (FAST). Supplies data call information as requested by DOE or other agencies. Establishes and maintains central records/files and computer sites (Google and Material Services) for the acquisition, maintenance, repairs, schedules and disposition of vehicles and heavy mobile equipment. Maintains contracts for equipment repairs and ensures vendor compliance with contract provisions. Analyzes cost of repairs, transportation costs and time spent performing the work. Reviews invoices for payment and approves or disapproves payments according to contract terms and conditions for all forklifts, lifts, off-road vehicles, and heavy mobile equipment. Verify appropriate charge codes for equipment services and repairs. Establishes, coordinates, and maintains operator manuals, operator’s daily check lists (ODCL’s) and maintenance service and schedules for DOE/GSA fleet vehicles and mobile heavy equipment. Reutilizes and disposes of GPP in accordance with FPMR, DOE Orders and directives and GSA requirements. Position supports Laboratory Operations, GSA, and DOE requirements.
  • 20%- Provides support to PPPL Shipping and Receiving operations, including scheduling, preparation, and documentation of inbound and outbound domestic and international shipments.
  • 10%- Initiates USGPP reviews at time of acquisition or as requested for High Risk/Sensitive Property. Performs warehouse operations that include but are not limited to material handling and receiving functions for the receipt of materials and equipment. Performs forklift operations in and outside the warehouse. Coordinates with Property Administration regarding equipment status changes and updates equipment schedules and PPPL Equipment Safety Inspection List and master files.
  • 5%- Has knowledge of and supports Laboratory ES&H requirements and consistently applies them to daily operations. Encourages others to be safety conscious and observe safety rules including the use of safety equipment. Review work for environmental impacts. Comply with DOE and ES&H Directives, and OSHA standards. Report all ES&H problems, violations, or concerns to appropriate individual(s). Attends required training.
  • 5%- Perform various duties as assigned including cross training to demonstrate competence in other Material Services positions (Excess Property, Personal Property, Stores/Stockroom) to provide support as needed.


Education and Experience:

  • High School Diploma or GED, some college or secondary training desired.
  • Three or more years of experience with vehicle maintenance functions or similar business experience.
  • Minimum three years of experience with ERP systems.
  • A strategic goal of PPPL is diversifying the community of scientists and engineers, ensuring equitable access, and making the STEM fields more accessible and inclusive. With this in mind, we will take into consideration equivalent work and personal experiences as well as efforts in education, outreach or other related service activities.
Knowledge, Skills and Abilities:

  • Knowledge and experience with integrated database management systems, Microsoft Word®, Excel®, Adobe®, and other desktop computer applications.
  • Knowledge of DOE, OSHA, GSA, EPA, and other federal and state regulations.
  • Valid state driver license and ability to operate government vehicles, forklifts, and material handling equipment.
  • Knowledge of and/or specialized training for repair and maintenance of vehicles and powered equipment.
  • Ability to initiate and manage accurate and precise records of fleet operations.
  • Ability to anticipate and determine priorities to ensure that work is completed prior to deadlines.
  • Strong communication skills (written and verbal) necessary to communicate with all levels of personnel at PPPL, subcontractors and other laboratories.
  • Ability to successfully complete all required training for position, see the Material Services Training Matrix.
Certificates and Licenses:

  • Valid state driver license and a favorable driving record.
  • Ability to obtain DOT Medical Certificate for CMV operation required.
Physical Requirements:

  • Position requires frequent bending and lifting equipment (ability to lift 50 lbs.); ability to operate forklifts and various other material handling equipment. Knowledge and operation of small manual and electrical tools is required.
Working Conditions:

  • Outdoor work required.

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. KNOW YOUR RIGHTS

Please be aware that the Department of Energy (DOE) prohibits DOE employees and contractors from participation in certain foreign government talent recruitment programs. All PPPL employees are required to disclose any participation in a foreign government talent recruitment program and may be required to withdraw from such programs to remain employed under the DOE Contract.


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