Fleet Manager

General Overview
The Fleet Manager is responsible for the strategic oversight, administration, and day-to-day management of the company’s vehicle and fleet operations. This position ensures the company fleet is properly maintained, cost-effective, safe, compliant, and aligned with organizational needs. The Fleet Manager develops and implements fleet management policies, procedures, and processes while coordinating vehicle acquisitions, assignments, maintenance, registrations, insurance, fuel programs, and fleet-related reporting.

This role works collaboratively with employees, managers, leadership, Finance, Human Resources, and external vendors to support efficient fleet operations across all company locations. The Fleet Manager is also responsible for evaluating fleet utilization, identifying opportunities for cost savings, and establishing consistent fleet management practices as the organization continues to grow.

The Fleet Manager reports directly to the General Manager.

Essential Job Responsibilities
Fleet Operations and Administration
       Oversee the company's fleet of vehicles, including company-owned, leased, and assigned vehicles.
       Develop, implement, and maintain standardized fleet management policies, procedures, and operational guidelines.
       Coordinate vehicle assignments, transfers, replacements, and returns based on organizational and departmental needs.
       Maintain accurate and centralized fleet records, including vehicle information, assignments, mileage, maintenance history, registrations, insurance, and operating expenses.
       Establish processes for vehicle inspections, condition assessments, and ongoing fleet utilization monitoring.
       Coordinate fleet operations across multiple offices and geographical locations.
Vehicle Acquisition and Asset Management
       Evaluate fleet needs and recommend vehicle purchases, leases, replacements, and disposals.
       Coordinate vehicle procurement, including specifications, pricing, vendor negotiations, and delivery.
       Establish vehicle replacement schedules based on age, mileage, condition, maintenance costs, and business requirements.
       Monitor vehicle utilization and identify opportunities to improve efficiency and reduce unnecessary fleet expenses.
       Develop and maintain an inventory of company vehicles and associated equipment.
Maintenance and Compliance
       Establish and oversee preventative maintenance schedules and coordinate necessary repairs.
       Manage relationships with dealerships, repair facilities, maintenance providers, and other fleet vendors.
       Ensure vehicles maintain appropriate registrations, inspections, insurance coverage, and required documentation.
       Monitor vehicle condition and address maintenance or safety concerns promptly.
       Coordinate vehicle recalls, warranty claims, and other manufacturer-related matters.
       Ensure fleet operations comply with applicable federal, state, and local regulations.
Safety and Risk Management
       Partner with Human Resources and Safety to implement and maintain the company's Motor Vehicle Program.
       Monitor driver eligibility, motor vehicle records (MVRs), driver acknowledgments, and required driver safety training in coordination with appropriate departments.
       Establish consistent procedures for reporting vehicle accidents, damage, traffic violations, and other fleet-related incidents.
       Review vehicle incidents and identify trends or opportunities for additional training and preventative measures.
       Promote safe driving practices and employee accountability for company vehicles.
       Coordinate with insurance providers and appropriate internal departments regarding vehicle accidents, claims, and liability matters.
Fuel and Expense Management
       Oversee company fuel card programs, including issuance, monitoring, replacement, and reconciliation.
       Monitor fuel consumption, mileage, maintenance expenses, and other fleet-related costs.
       Review fleet expenditures and identify opportunities for cost control and operational efficiencies.
       Develop and maintain fleet budgets, forecasts, and expense reporting.
       Identify opportunities to leverage vendor relationships, purchasing agreements, and fleet programs to reduce costs.
Communication and Employee Support
       Serve as the primary point of contact for fleet-related questions, concerns, and operational issues.
       Communicate fleet policies, procedures, changes, and expectations consistently across the organization.
       Coordinate with managers and employees to address vehicle assignments, maintenance needs, and operational challenges.
       Partner with Human Resources, Finance, IT, Safety, and Operations to ensure effective administration and integration of fleet-related processes.
       Develop employee communications, training materials, and resources related to fleet operations and responsibilities.
Reporting and Strategic Planning
       Develop and maintain fleet performance metrics and key performance indicators (KPIs).
       Provide regular reporting to leadership regarding fleet size, utilization, costs, maintenance, incidents, and replacement needs.
       Evaluate fleet management systems and technology to improve tracking, reporting, and administrative efficiency.
       Identify opportunities to standardize fleet operations across newly acquired companies and locations.
       Develop long-term fleet strategies that support organizational growth, operational requirements, and financial objectives.
Skills/Knowledge
       Bachelor's degree in Business Administration, Operations Management, Logistics, or a related field preferred; equivalent relevant experience may be considered.
       Five or more years of experience in fleet management, transportation, operations, or a related field.
       Prior experience managing a multi-location vehicle fleet preferred.
       Experience developing and administering fleet policies, procedures, and budgets.
       Experience with fleet management software, fuel card programs, vehicle procurement, and vendor relationships preferred.
       Experience managing or supporting fleet integration during mergers or acquisitions is a plus.
       Strong knowledge of fleet management principles, vehicle operations, maintenance, and asset management.
       Knowledge of vehicle procurement, leasing, insurance, registrations, and regulatory compliance.
       Understanding of fleet safety programs, driver qualification requirements, and risk management practices.
       Strong financial and analytical skills, including budgeting, expense tracking, and cost analysis.
       Ability to develop, implement, and enforce policies and standardized procedures.
       Excellent organizational, communication, and problem-solving skills.
       Ability to manage multiple priorities and coordinate activities across multiple locations.
       Strong vendor management, negotiation, and relationship-building skills.
       Proficiency with Microsoft Office applications and fleet management software or related technology.
Ability to work collaboratively with employees at all organizational levels