Vendor & Fleet Administrator

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Job Summary Baywater is seeking a dedicated and detail-oriented Vendor & Fleet Admin to join our team. The Vendor & Fleet Specialist is responsible for daily receiving, PO management, creating new vendors, and updating the Baywater fleet of vehicles and trailers. Reports directly to the AP & Fleet Manager to prioritize tasks, answer questions, and manage all processes. This role collaborates with the Accounting and Corporate team members by working effectively to ensure all duties are completed efficiently and accurately, and to professionally communicate with internal customers (Operations / Admins) and external vendors is at the forefront of this role.

Essential Job Responsibilities

• Receive purchase orders on a daily basis ensuring invoices can be entered in timely.
• Collaborating with Project Managers & Ops Admins to get updates on open orders.
• Ensure Open POs are reconciled on a monthly basis especially for equipment rentals and service agreements. Keep a tracking log with comments for all POs > 30 days outstanding.
• Work with A/P Department to address pending invoices due to issues with POs and receiving documents. Provide routine updates to manager on any issues that cannot be resolved in a few days.
• Create and update open purchase orders report daily to provide visibility on status of orders. Works with Operations Admins to close out POs on a timely basis.
• Update and manage receiving and open purchase order metrics.
• Contact supplier for information regarding Purchase Orders and Delivery Tickets as necessary.
• Manage new vendor creation, including application of credit limit, and MSA follow-up, ensuring MSA is in place before entering supplier into system.
• Key individual for new employee fuel card setup and managing corporate card program.
• Assist with the annual 1099 process to ensure reporting is submitted timely and accurately
• Manage Enterprise Fleet Program and provide necessary documentation as required.
• Utilize the Geotab software to track vehicles and drivers in real time, ensuring full fleet of vehicles are online. Work with Ops teams to diagnose why any vehicles are offline for an extended period of time and resolve the issue.
• Utilize utilization reports to frame ideas around underutilized vehicles.
• Monthly update driver / vehicle listing working with Operations admins to ensure accuracy. Provide updated listing to HR manager in order to ensure compliance for insurance and internal policy purposes (Continuous MVRs).
• Update vehicle and trailer registrations as needed to ensure all assets meet compliance and legal requirements.
• File quarterly IFTA tax documents to ensure compliance for all assets. Work with AP & Fleet Manager to ensure no vehicles are out of compliance.
• Complete additional vehicle permitting and licensing including quarterly weight distance permits (NM), renew annual IRP / IFTA licenses, file annual 2290 HVUT form, issue trip permits as necessary, and renewal of annual oversize / overweight permits.
• Additional analysis and special projects as assigned.

Experience

• Proven experience in vendor, procurement, fleet, related field administration is preferred.
• Ability to work on own initiative. Demonstrate problem-solving strategies and practical knowledge.
• Familiarity with contract management principles and supplier relationship management preferred.
• Experience using SAP or similar systems is highly desirable.
• Strong analytical skills with attention to detail.

Baywater is an equal opportunity employer, free from discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity, or expression, or any other characteristic protected by federal, state or local laws.

Job Type: Full-time

Pay: From $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Required)

Experience:

• Fleet management: 1 year (Preferred)
• Vendor management: 1 year (Preferred)

Ability to Commute:

• Spring, TX 77380 (Required)

Work Location: In person