Fleet Maintenance Services Manager

PURPOSE OF JOB:

This supervisory position is responsible for ongoing management of maintenance and repair scheduling and the associated costs.  Maintain detailed records of fleet maintenance and repair costs and control costs through ongoing vendor management.  This position directly supervises ~2 direct reports.

JOB DUTIES:

1. Fleet Maintenance

• Fully utilize the company-provided fleet maintenance software system, becoming an expert in its functionality and capabilities to enhance the timeliness and efficiency of our getting vehicles back in service immediately.
• Maintain a “Down Vehicle” performance of no greater than 18% by effectively managing all aspets of our systems and processes.
• Achieve the Business Plan budget.
• Carefully manage the Lube, Oil, Filter (LOF) change process and ensure 100% ongoing compliance with our policy of on-time LOF’s with no exceptions.
• Work daily with the Fleet Coordinators (FC) to ensure vehicles and in and out of repair facilities timely.  Minimizing downtime is critical and severely impacts our on-time performance and related customer issues when not performing at the 18% level.

1. Vendor Management & Relationships

• Perform an annual review of our top 25 “spend” vendors and negotiate annual pricing if outside of our national vendor network.
• Negotiate at least annually on shop labor rates and parts markups.  Also negotiate out all fees, environmental charges, fuel surcharges, and waste/oil battery fees and other fees as identified.
• Negotiate out diagnostic fees, especially when the vendor is awarded the job.
• Visit our top vendors and develop personal relationships to extract the best possible pricing and service elements (i.e. free or minimal cost for pick up and delivery of vehicles).
• Annually negotiate with our national vendors to achieve the lowest price and best quality.  Determine what type of annual rebate programs exist based on upon our volumes and spending categories (e.g. tires, since they are sometimes viewed as a separate category).  Negotiate separate national tire programs where possible. 
• Negotiate free pickup and delivery from our branches, whenever  possible.
• Establish repair time windows and monitor daily with the Fleet Coordinators to ensure vehicles are returned to service when promised.

1. Operational Team Management

• Ensure the Fleet team is operating at a high level.  Ensure buy-in to our culture and business systems.
• Achieve annual budgets for all departments.
• Recognize staff for “winning” and doing a good job, whenever possible.
• Drive continuous improvement by soliciting process improvement recommendations (Error Cause Removal – ECR forms) from the Fleet team.  Process improvement is a core value and must be honored and promoted.
• Perform a formal bi-annual software review to ensure our technology is current and that we are using it up to its capabilities.  Train, train, and re-train to ensure compliance.

1. Management & People Development

• Effectively build, manage, and develop talent to support a performance culture within the department.
• Closely manage employees, utilizing 1-on-1 meetings and Subject & Action (S&A) accountability standards.
• Conduct timely performance appraisals for employees.  Ensure timely submission and monitoring of annual business plan goals for yourself and your direct reports.
• Ensure team members achieve minimum annual training requirements, as appropriate.

1. General

• Ensure prompt and regular attendance.
• Perform other appropriate duties as may be assigned by Management.
• Travel as business needs may require.

1. Quality & Continuous Improvement

• Personally commit to quality in all aspects of work.
• Provide “World Class Customer Service” for internal and external customers.
• Participate in and promote the established Quality Improvement Process (QIP) for continuous improvement.
• Participate on teams to research, measure, and correct problems and to strive for process improvement.
• Communicate and exemplify the Company’s Mission Statement, Vision Statement, Values, and Philosophy.
• Attend at least ten (10) credit hours of training each calendar year to continue development of work-related skills.

Full-Time Employee Benefit Options Include:

• Health, Dental, & Vision Insurance
• 401(k) Retirement Savings Plan with Company Match, including Roth option
• Flexible Spending Accounts and/or Health Savings Accounts, including potential for company contributions based on annual health risk assessments
• Life and Accidental Death & Dismemberment Insurance
• Short- and Long-Term Disability Insurance
• Supplemental Voluntary Insurance Policies with options for Critical Illness, Hospital Indemnity, and Accidents
• Paid Time Off for Vacation, Sick, and Holidays
• Employee Assistance Program

This does not necessarily list all responsibilities, duties, requirements, or efforts associated with the job.  While this list is intended to be an accurate reflection of the job, the company reserves the right to review and modify as circumstances or business needs require.

1. Education:

• High school diploma/equivalent is minimally required.
• Bachelor’s degree is preferred.

1. Experience:

• 3 years of fleet maintenance management experience is minimally required.
• Prior experience with Chevin Roadbase fleet management software or similar software systems is expected.

1. Other Knowledge, Skills, Abilities & Competencies:

• Must possess excellent written and verbal communication skills.
• Must be able to handle multiple tasks on an ongoing basis, measure results, and hold subordinates responsible for their goals and objectives.
• Excellent computer skills are required, including Microsoft Office software, databases, and analyzing data to drive decision making.
• Exhibit strong negotiation skills.
• Remain flexible and innovative in challenging situations and environments.
• Must possess and continuously maintain a valid driver’s license with an acceptable driving record.