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JOB ID #: 18836 Vehicle Service Coordinator Public Works Energy Fleet & Facilities Management 330 Wenworth St. N. NUMBER OF VACANCIES: 2 Full-Time Temporary UNION/NON-UNION: CUPE Local 5167 Inside HOURS Of WORK: 40.00 per week GRADE: J SALARY/HOUR: $35.606 - $40.461 per hour - Note: See appropriate Collective Agreement or the Non Union Salary Range for details. STATUS/LENGTH: Up to 24 months Job Description ID #: 5402 **Vaccine Verification - **As a condition of employment you are required to provide proof that you are fully vaccinated or provide proof of valid exemption satisfactory to the employer prior to your start date. You must acknowledge and agree to comply with any future vaccine policy requirements as an ongoing condition of employment at the City of Hamilton. **SUMMARY OF DUTIES** Under the supervision of the Foreman/Woman I, performs daily duties related to clients' immediate requests involving the service and repair of their vehicles and equipment. Works with Fleet Services staff and their clients to co-ordinate the completion of sublet work. Develops, maintains and reports on overall success of Preventative Maintenance (PM) and scheduled work tasks while making recommendations for improvements. Co-ordinates the service and repair of cars and light trucks through established procedures and contracts. Assists technicians and staff, as directed, to ensure maximum utilization of Hansen asset management system and its various reports. Responsible for processing invoices from contracted vendors through Web Center, including verifying work billed is as requested and is appropriate for unit. Reviewing and approving quotes for work submitted from contracted vendors following established processes. Provides administrative support to Fleet Services Superintendent of Garage Maintenance as directed. **GENERAL DUTIES** Provide "front-line" access point to Central Fleet clients, handling routine queries and matters while forwarding more involved issues to the appropriate staff. Communicate both in writing and verbally with Clients regarding service work, breakdowns, maintenance, road service and questions on the equipment used, using tact, diplomacy and problem solving skills. Co-ordinate, monitor and administer the sublet repairs of cars,lights trucks and equipment sent from Fleet Services.Ensuring vendor has PO with adequate funds for repair. Provide summary reports, recommendations and trend analysis to Superintendent as situations arise or as requested. Plan, schedule and monitor work tasks sent to external vendors using required forms and procedures. Liaise with external agencies and departments regarding repairs, invoicing and purchase orders. Liaise with technicians, vendors and clients, to plan, schedule and monitor repairs to vehicles and equipment which are covered by manufacturer’s warranties and recalls. Maintain database records using a combination of Hansen Asset Management software, Microsoft Excel, Word, Outlook and hand written forms. Maintain PM records, input data and generate automated work schedules. Create and maintain yearly overall PM plan. Prepare written and verbal estimates for repair work by co-ordinating client's request, technician's findings,part's department costing and ALLDATA software for repair time; request similar estimates from vendors as required. Communicate estimates with clients as directed. Maintain automated Client Notifications system. Research, investigate and complete ad-hoc reports for activities related to repair operations. Maintain, organize and administer the use of vehicles within Central Garage’s pool fleet by various user groups. Receive and process accident claims from user groups, review and co-ordinate necessary actions required due to missing damage claims. Monitor the quality and quantity of work performed by outside vendors and report findings to Superintendent/Foreperson. Provide input into creating efficient and cost-effective work methods, procedures and schedules. Schedule, co-ordinate, organize, prepare and communicate repair tasks related to: - Preventative Maintenance Services - Vehicle Annual Inspections (PMCVI) - Vehicle Emission Testing - Annual Lifting Device Inspections - Annual Hoist Inspections - Annual Torque wrench calibrations - Repairs relating to or resulting from Maintenance Inspections - Co-ordinate repairs with Outside Foreman/Woman & Satellite garages Plan and co-ordinate distribution of documents to clients; e.g. license plates / stickers, insurance, ownership or CVOR documentation as required. Perform inspections and minor adjustments/repairs on an as required, time available basis. Road test or operate equipment for purposes of initial diagnosis or to organize parking and storage of various vehicles. Demonstrate and promote employee safety. Ensure compliance with Provincial, City, Division rules, regulations, procedures, policies and safe working practices. Record and report all infrac
