What are the responsibilities and job description for the Automotive Fleet Compliance Manager position at American House Senior Living Communities?
The Automotive Fleet Compliance Manager role is responsible for overseeing the safety, efficiency, and compliance of all company-owned and operated vehicles across senior living communities and other company-owned vehicles. This position ensures that all transportation operations — including training, resident transport, vehicle maintenance, driver certification, and regulatory documentation — meet company standards, state and federal laws, and the highest level of safety for residents and team members. Responsibilities also include fleet lifecycle management, driver certification, new hire and ongoing and training oversight, safety auditing, and adherence to all regulatory requirements.
Key Responsibilities
Fleet Operations & Maintenance
- Manage all aspects of the company’s vehicle fleet program, including vehicle acquisitions/dispositions, scheduling, maintenance, utilization, inspections, and lifecycle replacement strategy.
- Maintain current master inventories of vehicles and drivers across communities and ensure accurate records for licensing, registration, titling, lease management and upkeep, inspections and insurance.
- Develop and implement fleet efficiency initiatives, such as fuel management, telematics systems, and cost reduction strategies.
- Telematics or GPS systems to monitor fleet utilization, driver behavior and fuel efficiency.
- Coordinate maintenance vendor partnerships and negotiate fleet-related contracts to optimize cost and service quality.
- Oversee preventive maintenance schedules and ensure timely repairs and inspections to minimize downtime in coordination with third party repair vendor.
Driver Training, Oversight & Compliance
- Develop and manage comprehensive driver onboarding and ongoing training programs (e.g., defensive driving, ADA resident assistance, resident handling, emergency/incident response).
- Track and maintain completion of all required training and certifications.
- Establish and maintain driver qualification files and credential tracking in accordance with company policy and federal/state DOT regulations.
- Ensure all drivers maintain valid licenses, medical clearances, and compliance with internal performance standards.
- Conduct routine audits of driver logs, background checks, and compliance documentation.
- Serve as liaison with third-party driver records management vendors, ensuring current and accurate documentation.
- Monitor driver performance through telematics and safety tools; provide coaching or corrective action in coordination with HR and operations leadership.
Safety & Risk Management
- Partner with Risk Management, HR, and Operations to investigate and document vehicle incidents, accidents, and resident transport complaints.
- Support and coordinate insurance claim processing with accurate, timely documentation.
- Analyze safety and incident data to identify trends and implement corrective or preventive measures.
- Ensure vehicle safety equipment, emergency supplies, and ADA accessibility features remain operational and compliant.
- Serve as liaison with third-party drug and alcohol screening vendors, ensuring required information is provided promptly.
- Conduct periodic audits of community-level transportation programs for compliance with DOT, ADA, OSHA, and state-level regulations.
- Lead post-incident investigations, ensuring appropriate documentation, root cause analysis, and follow-up actions.
- Establish/enhance emergency response protocols
Policy, Reporting & Continuous Improvement
- Maintain, update and enforce the company’s Transportation Fleet Management and driver compliance policies.
- Develop performance dashboards related to fleet cost, utilization, compliance and safety performance.
- Coordinate with Finance and Operations on budget planning and replacement schedules.
- Stay current on regulatory changes (DOT, OSHA, ADA, and state transportation laws) impacting operations.
- Lead initiatives to enhance resident experience, reliability, and comfort in transportation services.
- Report quarterly performance summaries to Operations and Risk Management leadership.
- Stay current with federal and state transportation regulations affecting senior living operations.
Qualifications
Education & Experience
- Bachelor’s Degree in Business Administration, Logistics, Risk Management or related field preferred (or equivalent experience).
- Minimum of 5 years’ experience managing multi-state fleet transportation operations. Experience in senior living, healthcare, or hospitality industry fleet management highly preferred.
- Demonstrated experience in training programming management, compliance oversight, transportation safety, and vendor management.
o Strong working knowledge of DOT, OSHA, and ADA compliance standards as well as FMCSA regulatory requirements and any state and local requirements- Proven track record in safety program management and driver training.- Proficient in fleet management software and data reporting tools.
Licenses & Certifications
- Valid driver’s license and clean driving record required.
- CDL preferred but not required.
- Certification in fleet or risk management (NAFA CAFM, CFMP, or equivalent) preferred.