Facilities & Fleet Manager

About Pella Mid-Atlantic

Pella Mid-Atlantic is the area’s leading distributor of Pella window and door products.  Our products are backed with over 100 years of innovation and experience in the industry and are designed to enrich the homes and lives of others. Pella Mid-Atlantic plays a critical role in the sales, installation, scheduling, and servicing of our products in your homes, projects, and buildings.

Pella Mid-Atlantic has six showrooms including our headquarters located in Beltsville, Maryland. The Company also has a fleet of approximately 64 vehicles. We serve residential, trade, and commercial customers in Maryland, Virginia, DC, and parts of Delaware and West Virginia.

Position:  Manager, Facilities & Fleet 
This position is responsible for a range of operations support activities related to facilities, fleet and equipment operations. The position reports to the CEO of the Company.

Key Responsibilities
Fleet Operations

1. Acquisition/Disposal:
   • Title, tags, bill of sale
   • Fleet report updates
   • Adding/removing vehicles from PMA insurance
2. Maintenance:
   • Review and approve fleet repair and maintenance invoices
   • Coordinate vehicle manufacturer warranty programs and recalls
3. Leased Vehicles & Equipment:
   • Negotiate and oversee key fleet contracts (Leases, fleet washing, short-term rentals, etc.)
   • Submit month-end mileage on leased vehicles to Brody 
   • Review monthly expenses from leasing company
4. Regulatory:
   • Ensure that vehicle registrations, emissions inspections and insurance policy information is current and that documentation is available in each vehicle
   • Comply with mandatory fleet and vehicle reporting, including DOT statutes and state citations, violations and warnings
   • Respond to all police citations and warnings
5. Reporting: Maintain and update the Fleet Report to ensure that all information is accurate and current. (This is in partnership with Finance, which uses the report to track vehicle expenses)
6. Accidents: Oversee all aspects of fleet accidents, including
   • Initial reporting
   • Filing claims
   • Ensuring involved employees are immediately drug tested
   • Approving repairs
   • Ensuring that repair payments and subrogated expenses are reimbursed by insurance
7. Key Management & Vehicle Usage:
   • Manage the fleet key box of spare keys and administer/control the electronic key box.
   • Sign out and track borrowed vehicles. 
   • Respond to monthly Accounting inquiries regarding violations and usage related to borrowed vehicles.

1. Point of Contact: Serve as the primary point of contact with the various landlords for issues related to operations, common area charges, service levels, after-hours operation, landscaping, maintenance, HVAC, etc.. Requires in-depth understanding of each location’s lease details.
2. Contract Management: Negotiate and oversee key facilities contracts (Housekeeping, HVAC, dumpsters, water, pest control, etc.). 
3. Regulatory: Schedule and/or coordinate mandatory inspections (elevator, pressure vessel, fire alarms, solar panels, and sprinklers). Maintain tracking spreadsheet to show due dates and performed dates.
4. Vendors: Maintain a list of qualified vendors for all trades
5. Key Management: Maintain the facilities key boxes and supporting office map and key list.
6. Cleaning: Manage office housekeepers plus perform daily, weekly and monthly cleaning to ensure a safe, secure, professional and clean work environment
7. Maintenance: Complete routine maintenance and upkeep tasks to ensure that the facilities and grounds are safe, secure, and also in peak operating condition.  These include but are not limited to:

1. Develop, negotiate and oversee repair and preventative maintenance programs for forklifts, order pickers and chargers.
2. Fill all electric forklift and order picker batteries with water (monthly).

1. Must possess a broad range of skills in a variety of areas, ranging from mechanical aptitude to systems knowledge.
2. Strong and proactive communication skills.
3. Ability to work effectively with in-house operations, customers, vendors, landlords, governmental authorities, architects, contractors, and other service providers.

1. High energy level.
2. Willingness to get your hands dirty by resolving time-sensitive, real-world issues related to building and fleet safety, security and operations.
3. Intellectual curiosity to take on a very broad range of issues.
4. Ability to multi-task across a wide range of subjects and locations.
5. Thrive in working in a fast-paced environment.
6. Enjoy working in a team environment and delivering quality results and deliverables on time.
7. Possess a positive, can-do attitude