Jobs at EIHAB Human Services, Inc. (Now Hiring) — 16 open

Job DetailsLevel: ManagementJob Location: Main Office - Springfield Gardens, NY 11434Position Type: Full TimeEducation Level: 4 Year DegreeSalary Range: $85,000.00 - $85,000.00 SalaryJob Category: ManagementPOSITION SUMMARY:

The Assistant Director of Fleet and Procurement Services supports the Director of Fleet and Procurement Services in managing the agency’s fleet, purchasing activities, vendor relationships, and assigned operational services across New York, New Jersey, and Pennsylvania. The Assistant Director provides daily oversight of fleet operations and helps ensure that the agency’s cars, passenger vans, wheelchair-accessible vehicles, and specialty vehicles are safe, available, properly maintained, and appropriately assigned. Responsibilities include preventive maintenance, repairs, inspections, registrations, insurance records, GPS monitoring, fuel controls, driver eligibility, accident follow-up, vehicle replacement planning, and transportation safety.

The Assistant Director supervises departmental employees, coordinates assignments, monitors performance, maintains operational records, and assists with budgets, purchasing, vendor management, policies, audits, and executive reporting. The position works closely with program leadership, Finance, Human Resources, Quality Assurance, Maintenance, and executive leadership. The Assistant Director assumes responsibility for assigned departmental operations in the Director’s absence or when delegated by the Director or Vice Presidents.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

The employee must possess strong knowledge of fleet management, preventive maintenance, vehicle repairs, inspections, registrations, insurance requirements, GPS systems, fuel controls, accident reporting, driver compliance, and transportation safety. The employee must understand purchasing procedures, vendor coordination, price comparisons, invoice review, inventory controls, warranties, service agreements, and basic budget monitoring. The employee must demonstrate strong supervisory, organizational, communication, problem-solving, and time-management skills. The employee must be able to assign work, monitor performance, address concerns, maintain accurate records, and ensure responsibilities are completed within established timeframes. The employee must be able to establish working professional relationships with outside vendors and continuously secure vendors who provide competitive pricing.

The employee must be able to prepare reports, expense summaries, fleet status updates, vehicle replacement recommendations, purchasing records, and other documents for review by the Director and executive leadership. The employee must be proficient in Microsoft Office and able to learn and use fleet management systems, GPS platforms, purchasing systems, shared drives, and electronic record systems.

The employee must be able to manage urgent vehicle and operational concerns, travel between agency locations, work under pressure, and remain available for emergencies when required.

ESSENTIAL RESPONSIBILITIES:

The following responsibilities apply to agency operations in New York, New Jersey, and Pennsylvania. Duties must be performed in accordance with applicable laws, insurance requirements, agency policies and procedures, and the direction of the Director and Vice Presidents.

Department Leadership and Supervision

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.

Fleet Management and Maintenance

Assist with oversight of the agency’s 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.

Driver Compliance and Transportation Safety

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.

Purchasing, Inventory, and Vendor Support

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.

Budget, Compliance, and Reporting

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.

LEADERSHIP COMPETENCIES AND PROFESSIONAL CAPABILITIES

Provides clear supervision, direction, coaching, and follow-up.
Demonstrates accountability, professionalism, sound judgment, and initiative.
Manages multiple assignments, deadlines, emergencies, and operational priorities.
Identifies safety, financial, vendor, and compliance concerns and acts promptly.
Communicates effectively with leadership, employees, program staff, and vendors.
Uses reports, costs, and fleet information to support recommendations.
Maintains accurate records, confidentiality, and professional boundaries.
Supports consistent departmental practices across all three states.

ADDITIONAL RESPONSIBILITIES

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.

QualificationsRequired

Bachelor’s degree in Business Administration, Operations Management, Fleet Management, Transportation, Supply Chain Management, Facilities Management, or a related field.
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.
Strong organizational, leadership, communication, and problem-solving skills.
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.

Preferred

Master’s degree in a related field.
Experience in a human services, healthcare, nonprofit, or IDD service agency.
Experience supporting multi-site or multi-state operations.
Knowledge of wheelchair-accessible vehicles and passenger transportation safety.
Fleet, procurement, transportation, facilities, or project management certification.

PHYSICAL REQUIREMENTS

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.

EMPLOYMENT CLASSIFICATION AND DISCLAIMER

This position is classified as Exempt under the Fair Labor Standards Act and is not eligible for overtime compensation in accordance with applicable law. Employment is at-will unless governed by a written agreement. The agency may modify duties and requirements based on operational or regulatory needs.

WORK ENVIRONMENT

The Assistant Director works in offices, program locations, parking areas, repair facilities, garages, and vendor locations. The position may involve vehicle traffic, outdoor conditions, maintenance areas, noise, fuel odors, and frequent interruptions.

Extended or irregular hours may be required for emergencies, breakdowns, deliveries, relocations, and agency projects. Reasonable accommodations may be provided to qualified individuals with disabilities.