Fleet Manager

Job Summary:

The Fleet Manager is responsible for overseeing and managing the company's fleet of vehicles. This role involves coordinating and organizing the utilization, maintenance and repair of the vehicles to ensure they operate efficiently and meet safety standards. The Fleet Administrator works closely with drivers, field supervisors, and other stakeholders to optimize the use of vehicles, minimize downtime, and control costs. They may also be involved in vehicle acquisition forecasting, disposal, and compliance with regulatory requirements. Additionally, the Fleet Manager utilizes technology and data to track vehicle performance, monitor fuel consumption, and implement strategies for improving overall fleet operations. Strong organizational and communication skills are essential in this role to ensure the smooth functioning of the vehicle fleet.

Supervisory Responsibilities: Yes

Job Classification: Full-Time Employee

Compensation:

• Exempt

• $60,000-$80,000 per year (Chloeta reserves the right to offer any candidate above or below the listed compensation amount based on experience or business needs. )

Duties/Responsibilities:

1. Fleet Maintenance:

• Schedule and oversee regular maintenance and repairs for all vehicles in the fleet nationwide and present forecasted costs to the project/program management team for budgetary approval.

• Coordinate with external service providers to ensure timely and cost-effective repairs.

• Monitor vehicle performance and address any mechanical issues promptly.

2. Asset Management:

• Keep track of all vehicles in the fleet, including registration details, maintenance history, and mileage records.

• Manage vehicle acquisitions and disposals, providing suggestions on when to purchase new vehicles or retire old ones and support Accounting Group by providing data for depreciation planning, maintenance schedule costs, etc.

3. Compliance and Regulations:

• Collaborates with Legal and Compliance Group to ensure that all vehicles comply with local, state, and federal regulations, including licensing, annual inspections, emissions, and safety standards.

• Remain updated on changes in transportation regulations and implement necessary adjustments to maintain compliance.

4. Budgeting and Cost Control:

• Understand, develop, manage, and adhere to the programmatic fleet budget, including expenses related to fuel, maintenance, and repairs.

• Identify cost-saving opportunities and implement strategies to optimize fleet operations.

5. Fuel Management:

• Implement strategies to optimize fuel efficiency and reduce overall fuel costs.

• Monitor fuel consumption and analyze data to identify trends and areas for improvement.

6. Driver Management:

• Ensure that drivers are trained in safety protocols and responsible vehicle use.

• Monitor driver behavior and notify supervisors of issues related to safety or compliance.

7. Reporting and Analysis:

• Generate regular reports on fleet performance, costs, and compliance.

• Analyze data to identify trends, areas for improvement, and cost-saving opportunities.

8. Insurance and Risk Management:

• Assist in managing fleet insurance policies, ensuring adequate coverage for all vehicles.

• Develop and implement risk management strategies to minimize accidents and associated costs.

9. Technology Integration:

• Implement and manage fleet management software and telematics systems to track vehicle location, monitor performance, and optimize routing.

10. Vendor Relationships:

• Build and maintain relationships with vendors, including vehicle suppliers, maintenance providers, and fuel suppliers.

• Coordinates with vendors to ensure timely and cost effective upfitting of fleet vehicles.

11. Emergency Response Planning:

• Develop and implement plans for responding to emergencies or accidents involving fleet vehicles.

• This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.

Required Skills/Abilities:

• Extensive expertise in fleet maintenance and repair, fleet management software technology, and operational understanding of these aspects.

• Comprehensive expertise in adhering to DOT regulatory requirements.

• Outstanding abilities in management, supervision, and adaptability.

• Effective communication across different levels, strong interpersonal skills, and proficient negotiation abilities.

• Ability to establish and adhere to a budget, along with the skill to oversee, track, and enhance expenses related to the fleet.

• Exceptional time management abilities, capable of effectively handling multiple projects simultaneously.

• Quick and effective problem-solving skills to address issues related to vehicle breakdowns, accidents, or compliance issues.

• Skilled in the use of Microsoft Office Suite or equivalent software.

Education and Experience:

• Required: A minimum of five years of experience is required for candidates with a bachelor's degree in business administration, logistics, supply chain management, transportation management, or a related field. Alternatively, individuals with a high school diploma or GED must have at least ten years of experience.

• Required: Demonstrate a successful five-year history in fleet management, including at least two years in a supervisory position.

• Mandatory: Possession of a valid driver's license with a clean driving record.

• Preferred: Certified Automotive Fleet Manager (CAFM) or Certified Automotive Fleet Specialist (CAFS) offered by the NAFA Fleet Management Association.

Physical Requirements:

The role of a Fleet Manager is primarily an office-based position that involves managerial, administrative, and coordination tasks. As such, the physical requirements are generally minimal compared to roles that involve manual labor or extensive physical activity. However, there are some considerations:

Mobility:

• Fleet Manager may need to move within an office environment, attending meetings or collaborating with team members. Basic mobility and the ability to move around the office space comfortably are important.

• Must be able to lift 25 pounds at a time when performing fleeting equipment repair or installation.

Extended Periods of Sitting:

• The job typically involves working at a desk or computer for extended periods. Good posture and the ability to sit for prolonged durations are important.

Vision and Hearing:

• Clear vision and hearing are essential for effective communication, reading documents, and engaging in discussions with team members, vendors, or other stakeholders.

Manual Dexterity:

• Basic manual dexterity is needed for tasks such as typing, using a computer mouse, handling paperwork, and usage of basic fleet repair and maintenance tools.

Occasional Travel:

• Depending on the organization and the fleet's nature, the Fleet Manager may need to travel occasionally to visit different locations and meet with vendors. The ability to travel, including sitting for extended periods during transportation, may be required.

Benefits: Eligible employees receive the following benefits:

• Health, Dental and Vision Insurance

• Health Savings Account (HSA)

• MD Live

• Paid Annual Leave/PTO

• Paid Sick Leave

• Paid Holidays

• 401(k)

• Voluntary Life Insurance

• Accident Insurance

• Employee Assistance Program (EAP)

Pre-employment Requirements:

Due to the nature of Chloeta’s services, this position is contingent upon completing with a satisfactory outcome some or all of the following pre-employment background screenings: government security clearance, federal and state criminal background checks, drug test (urinalysis), Motor Vehicle Record (MVR) review, educational history, employment history, and/or credit check. In accordance with the Fair Credit Reporting Act (FCRA), pre-employment background screenings will require the employee’s written authorization and will occur after acceptance of an offer of employment and prior to commencing work. Additionally, employees are required to complete the federal I-9/E-Verify process.

EEO Statement:

Chloeta provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

About Chloeta:

Chloeta is a privately held, certified Native American owned enterprise providing a diverse range of engineering, scientific and technical solutions to support military, energy, homeland security, emergency preparedness and critical infrastructure requirements.