Fleet Manager

POSITION SUMMARY

The Fleet Manager is responsible for the strategic oversight, compliance, maintenance, utilization, and financial performance of the company's fleet assets. This role ensures all equipment remains safe, compliant, operational, and cost-effective while supporting business unit objectives and enterprise growth plans. The Fleet Manager drives regulatory compliance, fleet reliability, telematics performance, fuel management, asset lifecycle planning, capital procurement analysis, and operational standardization. Success in this role is measured through equipment uptime, DOT/FMCSA compliance, preventative maintenance execution, utilization performance, cost control, and long-term fleet planning.

FLEET MANAGER RESPONSIBILITIES

• Regulatory Compliance – DOT / FMCSA
  • Fleet Managers are responsible for monitoring and enforcing all DOT and FMCSA requirements, including annual inspections, preventative maintenance compliance, audit readiness, and immediate escalation of violations.
  • Check in inspections and check out inspections for all equipment.
  • Perform Quarterly Field Equipment Safety inspections.

• Equipment Uptime & Operational Readiness
  • Fleet Managers are accountable for ensuring all equipment is compliant, properly maintained, and operational. Preventable downtime impacting business operations constitutes a fleet performance failure. Root cause analysis must be conducted on repeat failures.

• Telematics Performance & Data Integrity
  • Fleet Managers must maintain a minimum of 98% telematics reporting uptime across all assets. Non-reporting units must be addressed immediately. Weekly telematics health reviews are mandatory.

• Fuel Card Oversight & Spend Analytics
  • Fleet Managers are responsible for monitoring fuel card activity weekly, identifying anomalies, tracking MPG trends, reporting cost per mile and cost per operating hour, and escalating suspected misuse.
  • Bringing forward recommendations to Operations to help them with idling costs and misuse for fuel spend.

• Utilization & Asset Allocation
  • Fleet Managers must review utilization weekly, identify underutilized assets, prevent equipment hoarding and ensure alignment with enterprise demand.

• Lifecycle & Replacement Management
  • Fleet Managers are responsible for enforcing lifecycle schedules, monitoring repair costs relative to asset value and reducing over-age equipment exposure.

• Capital Request Business Case Requirements
  • All new equipment requests must include a formal business case outlining revenue impact, contract validation, utilization forecast, ROI analysis, payback period, cost per operating hour comparison, and alternative analysis (redeployment versus new acquisition).
  • Requests lacking financial rigor will not proceed.

• Forecasting & Forward Planning
  • Fleet Managers must maintain a rolling 24 month equipment forecast aligned with business unit growth projections. Unplanned capital requests without documented justification are not acceptable.

• Repair Coding & Cost Classification
  • Fleet Managers ensure every repair is coded accurately and consistently. Each work order must have a PO opened before parts are ordered or third-party work is authorized. The work order must be tagged with the Crew assigned to the unit and one of three repair types: Normal Repair, Preventative Maintenance, or Misuse/Abuse. Misclassification or untagged work orders are returned to the BU for correction before billing is processed.
• Weekly Billing Review & Approval
  • Fleet Managers review the weekly internal fleet billing summary for their BU and resolve any discrepancies before the BU Leader approves. This includes validating EQ IDs, repair classifications, Crew tags, rental hours/charges, PM and wearable charges, and any rental suspensions or credits. Discrepancies are resolved with GAE Accounting within the weekly cycle; unresolved items escalate to the BU Leader and GAE VP.
• Documentation & EQ ID Discipline
  • Every document, note, invoice, and work order must start with the EQ ID. Fleet Managers enforce this standard within their BU and reject any submission that does not comply.
• Standardization & Enterprise Alignment
  • Fleet Managers are responsible for equipment standardization, vendor consolidation, and elimination of unauthorized custom configurations without executive approval.

MECHANIC RESPONSIBILITIES (PHASE 1)

• Mechanics report to Business Units for daily priority and workflow but must comply with Fleet maintenance standards
  • Follow established preventative maintenance intervals
  • Complete DOT inspections accurately
  • Document repairs and labor hours correctly
  • Use approved parts programs
  • Maintain service documentation integrity
  • Support telematics hardware functionality
  • Support Fleet Manager with equipment reliability standards
  • Open POs and tag every work order with the Crew assigned and repair type (Normal Repair, Preventative Maintenance, or Misuse/Abuse) before work begins

PERFORMANCE MEASUREMENT

• Fleet Managers will be evaluated on the following key performance indicators:
  • DOT / FMCSA compliance rate 100%
  • Telematics uptime minimum 98%
  • Preventative maintenance compliance 100% on schedule
  • Fleet Utilization Goal of 90%
    • Weekly ‘no hours’ equipment report with explanations and equipment moved onto assigned jobs
  • Non-PTO Idle asset reduction by 25%
  • Fuel spend control and efficiency metrics – weekly tracking and compliance to policy
  • Downtime reduction
  • Forecast accuracy
  • Capital business case quality
  • Lifecycle compliance adherence

GOVERNANCE & OPERATING RHYTHM

• Weekly Reviews: Utilization, telematics, fleet health, fuel exceptions, downtime, No-Hours.
• Monthly Reviews: Compliance dashboard, repair cost analysis, BU fleet performance meeting, fuel trends.
• Quarterly Reviews: Replacement forecast update, capital planning review, asset redeployment analysis with Ops.
• Annual Reviews: DOT inspections, dielectric inspections, lifecycle and disposal plan, 24-month CapEx forecast refresh, full fleet performance review.