Fleet Maintenance Manager

Job Summary

The Maintenance Manager is responsible for overseeing all aspects of fleet maintenance operations, including preventative maintenance programs, accident management, and technology systems management. This role ensures optimal fleet performance through strategic maintenance planning, cost control, and safety program implementation while managing vendor relationships and team development. The position requires strong technical expertise in vehicle maintenance, budget management, and safety compliance to deliver exceptional fleet availability and operational efficiency.

Overall fleet management includes >5500 power units and >2500 trailers/other equipment with an overall vehicle R&M expense exceeding $70 million per year.

Duties and Responsibilities

Preventative Maintenance Program Management

• Develop, implement, and continuously improve comprehensive preventative maintenance schedules for all fleet vehicles
• Monitor PM compliance rates and implement corrective actions for non-compliance issues
• Coordinate with vendors and service providers to ensure timely completion of scheduled maintenance
• Analyze maintenance data to optimize service intervals and reduce unexpected breakdowns
• Maintain detailed maintenance records and ensure accurate documentation of all service activities
• Establish maintenance standards and procedures to maximize vehicle uptime and longevity

Accident Management and Investigation

• Coordinate with insurance providers, legal teams, and regulatory agencies on accident claims and compliance, including subrogation
• Manage vehicle damage assessments and coordinate repair activities with approved vendors
• Implement corrective actions and safety improvements based on accident analysis findings

Technology Systems Management

• Oversee telematics system implementation, maintenance, and data analysis for fleet optimization
• Manage dash camera programs including installation, maintenance, and footage retrieval for accident investigations
• Monitor telematics alerts and coordinate appropriate responses to vehicle issues and driver behaviors
• Ensure proper functioning of all vehicle technology systems and coordinate repairs when necessary
• Analyze telematics data to identify maintenance needs, driver training opportunities, and operational improvements
• Stay current with emerging fleet technologies and recommend system upgrades and implementations

Financial Management and Procurement

• Review and approve purchase orders for maintenance services, parts, and equipment within authorized limits
• Manage repair and maintenance (R&M) budgets and monitor expenses against approved budgets
• Analyze maintenance costs and identify opportunities for cost reduction and efficiency improvements
• Negotiate pricing and service agreements with maintenance vendors and parts suppliers
• Prepare detailed financial reports on maintenance expenses, trends, and variances
• Implement cost control measures while maintaining quality standards and safety requirements

Fuel Card and Toll Program Management

• Oversee fuel card program administration including card distribution, monitoring, and compliance
• Manage toll program operations and coordinate with toll management vendors
• Monitor fuel consumption patterns and implement fuel efficiency initiatives
• Investigate and resolve fuel card discrepancies and unauthorized usage
• Analyze fuel and toll expenses to identify trends and optimization opportunities
• Ensure compliance with fuel tax reporting requirements and documentation standards

Safety Program Implementation

• Develop and implement comprehensive fleet safety programs and policies
• Conduct regular safety audits and inspections of vehicles and maintenance facilities
• Coordinate with safety teams on incident prevention and risk mitigation strategies
• Ensure compliance with OSHA requirements and other relevant safety regulations
• Investigate safety incidents and implement corrective actions to prevent recurrence
• Promote a culture of safety awareness and continuous improvement throughout the organization

Knowledge, Skills, and Abilities

Technical Expertise

• Comprehensive knowledge of automotive maintenance practices, diagnostic systems, and repair procedures
• Understanding of telematics systems, dash cameras, and fleet management technologies
• Knowledge of preventative maintenance principles and scheduling optimization
• Familiarity with accident and damage assessment procedures
• Understanding of fuel management systems and toll processing technologies

Financial and Analytical Skills

• Strong budgeting and financial management capabilities
• Experience with purchase order systems and vendor management
• Analytical skills for cost analysis, trend identification, and performance optimization
• Ability to prepare detailed financial reports and variance analyses
• Understanding of fleet maintenance economics and total cost of ownership concepts

Safety and Compliance Knowledge

• Thorough understanding of OSHA requirements and workplace safety regulations
• Knowledge of DOT compliance requirements for commercial vehicles
• Understanding of accident reporting procedures
• Familiarity with insurance claims processes and documentation requirements

Leadership and Management Skills

• Strong leadership abilities with experience managing other leaders
• Excellent communication skills for training, coaching, and stakeholder interaction
• Project management capabilities for implementing new programs and technologies of large size, scope and complexity
• Conflict resolution and problem-solving skills for operational challenges

Technology and Systems Skills

• Proficiency with fleet management software and maintenance tracking systems
• Understanding of telematics platforms and data analysis capabilities
• Computer skills including Microsoft Office Suite and database management
• Ability to learn and adapt to new technologies and software systems
• Experience with electronic documentation and record-keeping systems

Education and Experience Requirements

• Associate degree in Automotive Technology, Mechanical Engineering, Business Administration, or related field required
• Bachelor's degree preferred
• Professional certifications such as ASE (Automotive Service Excellence) highly desirable
• Fleet maintenance management certifications preferred