Fleet Service Manager

About the role

The Fleet Service Manager oversees the entire fleet, including power units, trailers, and trailer-mounted equipment. Key responsibilities include acquisition and disposal of vehicles and trailers, regulatory compliance, fuel management, and maintenance and repair activities. This role carries full P&L responsibility for the Vehicles Department and ensures DOT compliance for specialized equipment mounted on trailers.

Responsibilities

• Develop and execute acquisition strategies for power units and trailers, aligned with organizational needs and budget parameters.
• Evaluate and select vehicle and trailer makes, models, and configurations; manage competitive bid and procurement processes.
• Coordinate titling, registration, and delivery of all acquired vehicles and trailers.
• Manage the disposition of fleet assets, including trade-ins, auctions, and private sales, maximizing residual value.
• Maintain accurate records of all fleet assets – vehicles, trailers, and mounted equipment – throughout the asset life cycle.
• Oversee all vehicle and trailer registration renewals and ensure timely compliance across all jurisdictions.
• Manage all aspects of DOT compliance, including driver qualification files, Hours of Service (HOS) recordkeeping, drug and alcohol testing program administration, and ELD/FMCSA requirements.
• Administer the International Fuel Tax Agreement (IFTA) program, including quarterly filings, mileage tracking, and audit readiness.
• Ensure compliance with International Registration Plan (IRP) requirements where applicable.
• Oversee the full life cycle management of the organization's trailer fleet, including registration, inspections, maintenance, and disposal.
• Ensure all trailers meet applicable DOT safety standards, including annual inspections, lighting, brakes, load securement, and placarding requirements.
• Manage DOT compliance for equipment mounted on trailers, such as shotcrete pumps and other specialized machinery, including applicable equipment identification, weight/axle compliance, and operational safety requirements.
• Coordinate with operations teams to ensure trailer-mounted equipment is properly configured, documented, and compliant prior to deployment.
• Track and maintain inspection records, equipment certifications, and DOT documentation for all trailers and mounted equipment.
• Liaise with regulatory agencies and third-party inspection services as needed to maintain current compliance status for all trailer assets and associated equipment.
• Oversee all aspects of the fleet fuel program, including vendor contract management, fuel card administration, and exception reporting.
• Monitor fuel consumption, identify anomalies, and implement controls to prevent misuse or fraud.
• Analyze fuel spend data and recommend strategies to reduce costs and improve efficiency.
• Coordinate fuel tax refund or credit programs as applicable.
• Serve as the primary point of contact and relationship manager for the organization's Fleet Management Company (FMC) vendor.
• Review and validate FMC invoices, reports, and service level performance against contractual obligations.
• Collaborate with the FMC on vehicle cycling, remarketing, and cost analysis.
• Evaluate FMC performance and participate in vendor review and contract renewal processes.
• Establish and maintain a preventive maintenance schedule for all fleet vehicles, trailers, and trailer-mounted equipment.
• Authorize and oversee repairs on vehicles, trailers, and mounted equipment, ensuring work is performed by approved vendors at competitive rates.
• Review repair orders for accuracy, appropriateness, and cost control.
• Track asset downtime and identify trends that impact operational efficiency.
• Manage warranty claims and ensure vendors honor applicable manufacturer warranties for vehicles, trailers, and installed equipment.
• Maintain a comprehensive fleet management system with accurate, up-to-date records for all vehicles, trailers, and mounted equipment.
• Produce regular fleet performance reports for senior leadership, including total cost of ownership (TCO), utilization rates, and compliance status across all asset categories.
• Develop, maintain, and periodically update job cost rates for all fleet assets – vehicles, trailers, and mounted equipment – to ensure accurate allocation of fleet expenses to individual projects and jobs.
• Collaborate with project managers, operations leadership, and accounting/finance to ensure job cost rates reflect true operating costs including depreciation, maintenance, fuel, insurance, and compliance expenses.
• Provide financial analysis and reporting to support strategic decisions related to fleet investment, disposal, and capacity planning.

Qualifications

• Education: Bachelor's degree in Business Administration, Logistics, Transportation Management, or a related field preferred. Equivalent combination of education and directly relevant experience will be considered.
• Experience: Minimum of 5 years of progressive fleet management experience, with at least 2 years in a supervisory or managerial capacity. Demonstrated experience with DOT compliance, IFTA administration, and vehicle and trailer registration in a multi-state environment. Experience managing trailer fleets and DOT compliance for trailer-mounted or towed equipment preferred. Experience managing a fuel card program and working with fleet management company vendors. Proven track record in vehicle and trailer acquisition, remarketing, and life cycle management.
• Skills & Competencies: Strong knowledge of FMCSA regulations, DOT requirements, and applicable state transportation laws. Financial acumen with demonstrated experience managing a P&L, developing budgets, and performing cost analysis. Experience developing job cost rates or internal charge-back models for fleet or equipment assets preferred. Proficiency with fleet management software and MS Office Suite (Excel, Word, Outlook). Excellent analytical, organizational, and problem-solving skills. Strong negotiation and vendor management abilities. Effective written and verbal communication skills; ability to present findings to leadership. High degree of integrity and attention to detail.
• Preferred Certifications: Certified Automotive Fleet Manager (CAFM) or equivalent NPTC or AFLA certification preferred. Valid driver's license with acceptable driving record required.