Fleet Manager

Fleet Manager

Direct Hire

Rossville, IN

Position Overview The Fleet Coordinator is responsible for managing and maintaining the company's fleet of approximately 200 assets, including sales vehicles, work trucks, box trucks, trailers, and heavy equipment (e.g., mini excavators). This role ensures all vehicles are compliant, operational, properly documented, and assigned according to company policy. The Fleet Coordinator will establish processes, systems, and standards to support safety, efficiency, and cost control across the entire fleet.

Key Responsibilities1. Fleet Administration & Organization

• Maintain an up-to-date inventory of all fleet assets, including:
• Sales vehicles
• Work trucks
• Box trucks
• Trailers
• Heavy equipment (mini excavators, etc.)
• Assign and track unit numbers for all vehicles and equipment.
• Maintain a centralized database or fleet management software with all asset details, documents, and service history.

2. Licensing, Registration, Insurance & Compliance

• Ensure vehicle registrations, titles, and license plates are current.
• Verify all vehicles and equipment maintain adequate insurance coverage at all times.
• Track renewal dates and proactively manage expirations.
• Maintain proof-of-insurance documentation for all assets.
• Oversee DOT compliance, including:
• DOT numbers
• Medical cards
• Annual inspections
• Driver files
• Required logs and documentation
• Coordinate with state agencies for any compliance updates or requirements.

3. Vehicle Condition, Maintenance & Repairs

• Develop a preventive maintenance schedule for all vehicles and equipment.
• Coordinate service appointments, inspections, and repairs.
• Track mileage, usage, and wear patterns to optimize replacement cycles.
• Maintain relationships with external service vendors.
• Oversee warranty claims and recall management.
• Create and enforce vehicle cleanliness and condition standards.

4. Vehicle Assignments & Driver Accountability

• Maintain a current log of who is assigned to each vehicle.
• Create and manage a Vehicle Assignment & Responsibility Form, including:
• Driver expectations
• Cleanliness standards
• Accident reporting process
• Personal use rules
• Fuel card usage
• Behavior expectations (speeding, GPS alerts, etc.)
• Conduct onboarding vehicle walkthroughs for new drivers.
• Collect vehicle condition reports when vehicles are returned or reassigned.

5. Fleet Policies & Procedures

• Develop company-wide Fleet Policies, including:
• Driver eligibility requirements
• Safe driving standards
• Accident procedures and post-accident testing
• Fuel card rules
• Parking/home-garaging rules
• GPS monitoring expectations
• Equipment storage standards
• Create processes for:
• Vehicle acquisition
• Vehicle decommissioning
• Vehicle replacement strategy
• After-hours breakdown protocol

6. Aesthetics, Branding & Wrapping

• Track which units are wrapped, partially wrapped, or unwrapped.
• Coordinate wrap installations and repairs.
• Ensure all vehicles meet brand standards for appearance.

7. Asset Tracking & Technology

• Implement or maintain GPS tracking, mileage tracking, and telematics systems.
• Monitor:
• Speed alerts
• Hard braking
• Idling
• Unauthorized trips
• Generate reports for leadership to improve fleet safety and efficiency.

8. Fuel Management

• Oversee distribution and tracking of fuel cards.
• Monitor fuel usage for irregularities.
• Reconcile fuel billing statements with fleet activity.

9. Financial Oversight

• Track fleet-related expenses and budget categories (repairs, registration, fuel, etc.)
• Assist leadership with forecasting replacement costs.
• Identify cost-saving opportunities in maintenance, fuel efficiency, and insurance.

10. Accidents, Incidents & Claims

• Serve as point of contact for all vehicle-related accidents and damage.
• Ensure drivers follow proper accident reporting procedures.
• File and track insurance claims.
• Work with HR and Safety on follow-up actions or corrective training.

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person