GARAGE SPECIALIST (ADMINSTRATIVE)
The Garage at New Hampshire Electric Cooperative, Inc. (NHEC) is seeking an individual to join our team to assist in an administrative capacity. The Garage Specialist role reports to the Director of Operations and works closely with the Fleet Services Representative. It provides administrative, coordination, and quality control support for garage and fleet operations, ensuring accurate records, timely service coordination, regulatory compliance, and effective communication related to Cooperative vehicles and equipment.
Supporting our commitment to safety, reliability, and service to our members, this position plays an important role in keeping our fleet operating efficiently to serve the communities we power and connect.
Key Responsibilities:
- Coordinate and track vehicle maintenance, repairs, inspections, and service schedules.
- Maintain accurate fleet records, including vehicle specifications, mileage, registrations, and service history.
- Register all Cooperative vehicles with Town and State agencies and ensure ongoing compliance with regulatory requirements.
- Process and track work orders, including charging labor, materials, and closing work orders in a timely manner.
- Coordinate appointments, recall notices, and accident-related support for Cooperative vehicle operators.
- Maintain and process transportation and fleet-related records to ensure accuracy, accessibility, and compliance.
- Provide administrative, analytical, and technical support to garage and fleet operations.
- Prepare and maintain records for vehicle-related activities, ensuring proper documentation and distribution.
- Support annual fleet reviews, audits, and reporting requirements.
- Maintain communication with vendors regarding vehicle service, repairs, parts, warranty issues, and billing.
- Track, code, scan, review, and reconcile fleet-related invoices; ensure accuracy and completeness prior to submission to Accounting.
- Assist Accounts Payable with invoice inquiries, discrepancies, and reconciliation of fleet expenses.
- Provide administrative support including answering phones, directing calls, data entry, filing, report generation, and fleet invoicing support.
- Assist in preparing purchase requisitions related to fleet and garage needs and ensure proper documentation for approvals.
- Ensure fuel cards and E-ZPass devices are assigned to each vehicle and properly tracked.
- Review monthly E-ZPass and fuel reports; identify discrepancies and report concerns to the Fleet Service Representative (FSR).
- Collect and report vehicle mileage data for all fleet assets.
- Provide the Fleet Service Representative with a weekly oil change and preventive maintenance list.
- Assist with the coordination, delivery, and movement of vehicles as needed.
- Support continuous improvement efforts by identifying opportunities for operational efficiency and cost savings.
- Support strategic, financial, and cultural goals of the Cooperative through effective performance and collaboration.
- Maintain professional and technical knowledge through training and development.
- Respond to internal and external inquiries related to fleet operations, billing, and invoicing in a timely and professional manner.
- Perform other administrative duties as assigned in support of fleet operations and the Fleet Service Representative.
Required Qualifications:
- High School Diploma or equivalent required
- Working knowledge of general office procedures
- Experience in fleet coordination, invoicing, customer service, and computer systems
- Proficiency in Microsoft Office (Excel, Word, Outlook)
- Understanding of invoicing and accounts payable processes
- Ability to learn Cooperative policies and fleet procedures
Preferred Qualifications:
- Associate's degree
- 2 years of experience
- Familiarity with fleet management and vehicle record systems
- Knowledge of service area geography helpful
Abilities:
- Strong organizational and recordkeeping skills
- Ability to work independently and prioritize effectively
- Strong communication and customer service skills
- High attention to detail and accuracy
- Ability to manage multiple deadlines and tasks
- Math and reconciliation skills for invoice processing and expense tracking
- Ability to reconcile fleet records with invoicing and accounts payable systems
- Professional demeanor in all interactions
- Proficiency with office equipment and computer systems
Working Conditions
Normal office environment with interaction with fleet personnel and operations with working hours between 6:00 a.m. and 6:00 p.m. This is a 5 days a week 8 hours per day position. Occasional visits to local and state offices for registration and documentation purposes and occasional coordination with vehicles, vendors, and service providers.
Assistance with power restoration efforts is required of all employees. Depending on the severity and duration of power outages, employees may be required to assume duties and work hours that are outside of their normal working conditions. Such assistance may require working nights, weekends, holidays, and may involve considerable extra hours. In order to meet this working condition, all employees are required to provide a personnel number where they may be reached after hours. This number will only be used for internal purposes.
Additional Information
Please be prepared to provide a resume to complete your application. Any application not containing a resume will be considered incomplete.
Compensation:
NHEC views compensation in a holistic and transparent manner. We are committed to providing our employees with work-life integration, generous time off, comprehensive health and retirement benefits, and additional programs that enhance our employees and members lives.
The targeted salary for this position is $27.99/hr per hour based on the agreement with IBEW. Pay is based on non-discriminatory factors including but not limited to work experience, education, licensure requirements, proficiency and qualifications required for the role. The base pay is just one component of NHEC’s total compensation package for employees.
The Organization:
Headquartered in Plymouth, New Hampshire, NHEC is the largest member-owned electric cooperative in New England, providing electric utility service to consumers and businesses in 115 communities throughout New Hampshire. There are 220+ employees serving our members, which is at the heart of everything that we do and every decision we make, and our mission is to provide our members with affordable, reliable electric service options that support and simplify their lives. The electric utility industry is currently undergoing enormous change as consumers look for new ways to manage energy costs through renewable energy, distributed energy resources such as solar arrays and battery storage, energy efficiency, electric vehicles, and energy-related apps on smart devices.
There is much to be proud of in our existing organization, and a genuine enthusiasm for what the future holds. It is an environment in which leadership and initiative are highly valued and encouraged, and success is viewed as a shared accomplishment to be celebrated by all. Ensuring our members have the energy they need, the information they want, and a partner they can trust is what makes us different. We invite you to learn more about the impact you can have by exploring our website at www.nhec.com.
EEO Statement:
It is NHEC’s policy to provide equal employment opportunities for all applicants and employees. NHEC does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), national origin, ancestry, age, physical disability, mental disability, medical condition, family care status, veteran status, military service, marital status, sexual orientation, gender identity or expression, genetic information or any other status protected by applicable law.
NHEC will make reasonable accommodations for qualified applicants and employees with disabilities.
Exempt: No
Type: Full Time
Department: Garage/Fleet
Location: Plymouth, NH
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