Fleet Manager

Fleet Manager

Essential Duties and Responsibilities :

• Fleet Operations & Maintenance Management
• Oversee maintenance and repair schedules for all fleet vehicles, ensuring timely service, safety, and cost control.
• Analyze maintenance trends to identify recurring issues and mitigate vehicle downtime or excessive repair costs.
• Partner with service vendors to negotiate rates, resolve escalations, and ensure high-quality, timely repair work.
• Develop and implement vehicle lifecycle strategies including procurement, replacement planning, and disposal recommendations.
• Compliance, Policy & Risk Management
• Own and update the Fleet Policy annually or as needed to reflect new safety practices, Motive updates, regulations, or internal standards.
• Ensure all vehicles maintain current registration, license plates, inspections, and insurance documentation.
• Manage internal audits to ensure compliance with DOT, state, and federal vehicle requirements (as applicable).
• Oversee quarterly employee vehicle inspection program; identify and address gaps in vehicle condition, cleanliness, and maintenance.
• Lead corrective action processes for fleet-related performance or safety issues in partnership with HR and Safety.
• Motive System Management
• Serve as the administrative lead for Motive, ensuring cameras, telematics, and alerts are properly configured and functioning.
• Monitor and resolve high-risk or unsafe driving behaviors (e.g., speeding, distracted driving, texting) flagged by Motive's AI system.
• Ensure appropriate and consistent discipline is applied based on the Fleet Policy and accountability standards.
• Driver Accountability & Safety
• Track driver behavior analytics, generate trend reports, and partner with managers to coach or discipline employees as needed.
• Develop training programs, refreshers, and communications to reinforce safe driving expectations and fleet standards.
• Create programs that reduce accidents, lower repair costs, extend vehicle life, and improve overall driver habits.
• Cost Control & Financial Management
• Oversee fleet budgeting, cost forecasting, and expense tracking (fuel, repairs, registrations, insurance, etc.).
• Ensure accurate departmental cost allocation for vehicles, fuel, and repairs; partner with Finance to reconcile charges.
• Review and monitor gas card usage to detect and prevent fraud, misuse, and unnecessary expenses.
• Evaluate and implement cost-saving initiatives such as fuel efficiency strategies, maintenance optimization, and vendor consolidation.
• Reporting & Analytics
• Develop and distribute regular fleet performance reports to department heads, including :
• Assigned vehicle roster by employee
• Maintenance costs and trends
• Fuel consumption and gas card usage
• Driving behavior analytics
• High-risk drivers or repeat offenders
• Upcoming registration and service deadlines
• Leverage data to drive continuous improvement recommendations.
• Leadership & Team Management
• Manage and develop the Fleet Coordinator, setting expectations, monitoring performance, and fostering a customer-service-oriented team culture.
• Collaborate cross-functionally with HR, Operations, Safety, Finance, Legal, and Field Leadership to ensure alignment and issue resolution.