Fleet Manager

POSITION SUMMARY: 

Reporting to the Fleet and Safety Manager, the Fleet Manager is responsible for overseeing the management and operation of the fleet. They will develop and implement strategies, policies, and safety programs, while also maintaining accurate records and preparing reports on fleet performance. This position will leverage strong fleet management knowledge, decision-making skills, data analysis abilities, safety commitment, and financial acumen to make data-driven decisions to enhance operational efficiency. The Fleet Manager will support the Fleet and Safety Manager with vehicle fleet and operations and acts as a liaison between the internal team and outside vendors. 

REQUIREMENTS AND RESPONSIBILITIES: 

Fleet Management: 

• Oversees the overall management and operation of the fleet, including vehicles, drivers, and maintenance. 

• Develops and implements efficient fleet management strategies and policies to optimize fleet utilization and minimize costs. 

• Ensures compliance with local, state, and federal regulations related to vehicle safety and licensing. 

• Plans, reviews, and approves vehicle maintenance, repairs, and inspections to ensure fleet reliability and minimize downtime. 

• Monitors and analyzes fleet performance, including fuel consumption, vehicle utilization, and maintenance expenses. 

• Collaborates with the supply chain department and vendors to maintain a reliable supply for fleet-related resources. 

• Coordinates with the Safety team to promote a culture of safety within the fleet program. 

• Maintains accurate and up-to-date records, including vehicle maintenance logs, driver records, and compliance documentation. 

• Stays up to date on industry trends, regulations, and technological advancements to implement relevant changes and improvements in fleet management practices. 

• Prepares regular reports and presentations on fleet performance, costs, and operational efficiency for management review. 

• Coordinates with other departments, such as operations, projects, and finance, to ensure the seamless integration of fleet operations with overall business objectives. 

• Identifies and implements cost-saving measures, such as optimizing fuel efficiency, streamlining maintenance processes, or exploring alternative transportation options. 

• Manages relationships with external stakeholders, such as insurance providers, regulatory agencies, and vehicle manufacturers, to ensure compliance and access to necessary resources. 

Driver and Vehicle Administration: 

• Administers the processing and maintenance of vehicle documents including reports, registration, and insurance cards. 

• Manages vehicle inspections, maintenance records, performance monitoring, and record keeping. 

• Ensures drivers' adherence to FMCSR's (Federal Motor Carrier Safety Regulations) when applicable. 

• Verifies that all team members in company vehicles are adhering to rules, regulations, and policies. 

• Manages vehicle change requests, transfers, and coordinate registration renewals. 

• Manages fuel card maintenance, distribution of license plates to fleet vehicles, and distribution of insurance ID cards. 

• Monitors vehicle fuel fraud alerts and conduct investigations accordingly. 

• Manages the transportation of vehicles across Service Centers. 

• Ensures preventive maintenance tasks are being completed timely on vehicles. 

• Coordinates vehicle sales, pick-ups, terminations, and remarketing. 

• Adds and removes company drivers from various systems, as needed. 

• Reviews and approves parts and labor on vehicle repair requests. 

• Monitors accident claims and provides guidance to the leadership team. 

• Manages and tracks rental vehicles. 

• Maintains live vehicle related reports such as new vehicle status, rentals, fleet spend, downtime, and utilization 

• Acts as a liaison between the insurance company and fleet company. 

• Prints vehicle bar code labels for new vehicles and when plates/Service Centers change. 

Other Responsibilities: 

• Prepares and distributes educational materials. 

• Reviews existing policies and procedures and provides recommendations for changes and improvements. 

• Adheres to all rules and regulations. 

• Routinely conducts risk assessments and enforces preventative measures. 

• Identifies process bottlenecks and offer timely solutions. 

• Participates in accident and incident review boards. 

• Performs other duties as assigned by the Supervisor.  

COMPETENCIES: 

To perform this job successfully, the Fleet Manager must be intrinsically motivated, able to problem solve, detail-oriented, and able to stay on task. The requirements listed below are representative of the knowledge, skill, and/or ability required.  

• Strong knowledge and experience in fleet management practices, including vehicle maintenance, logistics, regulatory compliance, and cost optimization. 

• Effective decision-making, problem-solving, and communication skills are essential. 

• Capability to analyze fleet data, identify trends, and make data-driven decisions to improve operational efficiency, reduce costs, and enhance fleet performance. 

• Knowledge of Regulations and Compliance. 

• Demonstrates a commitment to safety and the ability to develop and implement safety programs, policies, and procedures to ensure a culture of safety within the fleet. 

• Proficiency in financial management, budgeting, and cost control to optimize fleet operations and manage expenses effectively. 

• Experience in building and maintaining relationships with suppliers, manufacturers, and service providers to ensure timely and cost-effective delivery of fleet-related resources. 

• Strong interpersonal and communication skills to effectively collaborate with cross-functional teams, including supply chain, operations, finance, and senior management. The ability to communicate clearly and build relationships with external stakeholders is also important. 

• Familiarity with fleet management software, telematics, and other technological tools used to track and manage fleet performance. Ability to leverage technology for data analysis, reporting, and process optimization. 

• Excellent proficiency in MS Office (experience with Excel required, Bower BI a plus). 

• Flexibility to adapt to changing circumstances, prioritize tasks, and effectively resolve challenges and issues that may arise in fleet management operations. 

• Strong organizational skills to manage multiple tasks, deadlines, and priorities efficiently. 

• Commitment to ethical behavior, professionalism, and compliance with company policies and regulations.  

EDUCATION AND EXPERIENCE: 

• Bachelor's degree, preferred. 

• Two (2) or more years of experience as a Fleet Manager or similar role. 

• Understanding of DOT compliance requirements is highly desirable.