Fleet Specialist

PRIMARY OBJECTIVES/JOB SUMMARY

The Fleet Specialist is responsible for overseeing the company's internal fleet of vehicles to ensure safety, regulatory compliance, and operational efficiency. This role manages key processes including vehicle acquisition and assignment, preventive maintenance, driver qualification monitoring, insurance & auto claims administration, and cost control. Serving as the primary point of contact for all fleet-related matters, the Fleet Specialist supports the Classic Collision team by keeping vehicles reliable and road-ready while minimizing downtime and expenses.

ESSENTIAL RESPONSIBLITIES/JOB FUNCTION

• Coordinate vehicle acquisition, assignment, depreciation tracking, and overall fleet inventory management.
• Schedule, monitor, and track preventive maintenance, repairs, and vendor services to minimize downtime.
• Maintain accurate records of fleet inventory, mileage, utilization, and compliance documentation.
• Verify and monitor driver qualifications on a regular basis, including valid driver's licenses and adherence to company policies.
• Ensure all vehicles meet safety standards and regulatory requirements (federal, state, and local).
• Participate in insurance renewals, prevent coverage lapses, and collaborate with procurement and insurance partners as needed.
• Track fuel usage, analyze trends, and implement cost-saving measures to control fleet expenses.
• Monitor accident reports, coordinate repairs, and assist with claims management for incidents involving company vehicles and employees.
• Work directly with insurance claim adjusters to oversee auto claims from initiation through resolution and closure.
• Prepare and distribute monthly fleet utilization, cost, and performance reports for management review.
• Serve as the liaison between drivers, management, and external vendors.
• Provide training to employees on fleet policies, safe driving practices, and proper vehicle use.
• Monitor and administer the dashcam program, including data review and coordination with HR for any follow-up actions.
• Other duties as assigned and/or necessary.

SKILLS/REQUIREMENTS

• Education: High school diploma required; associate or bachelor's degree in business, logistics, or related field preferred.
• Experience: 2+ years in fleet management, transportation, or logistics.
• Skills:

o Strong organizational and time management skills

o Knowledge of vehicle maintenance and safety standards

o Proficiency in fleet management software and MS Office, specifically Excel

o Excellent communication and problem-solving abilities

PERFORMANCE METRICS/KPIs

• Fleet maintenance compliance rate (% of vehicles serviced on schedule).
• Accident frequency and severity rates.
• Driver compliance rate (valid licenses and insurance on file).
• Fleet utilization efficiency (vehicle downtime vs. active use).
• Cost control metrics (fuel efficiency, maintenance cost per vehicle).
• Timeliness of reporting and documentation (e.g., monthly reports submitted on time).

BEHAVIORS/COMPETENCIES

• Integrity

o Respect and accountability at every level and every interaction

• Customer Service

o Provide the highest level of customer service while building customer satisfaction and retention

• Innovation

o Develops and displays innovative approaches and ideas to our business

• Teamwork

o Contributes to building a positive team spirit

o Supports everyone's efforts to succeed

General Sign Off

This job description should not be considered to imply that these requirements are the exclusive standards of the position. Associate is expected to follow any other instructions and perform any other related duties as may be required by the manager.