Director of Fleet Services

About the Company

Our client offers comprehensive services for all aspects of vegetation management. The corporation has multiple business units with varying areas of expertise. With 30+ years in business, operations in 30+ states, and 3000 vehicular assets, our client has the experience and equipment to take on any vegetation management challenge. They apply a philosophy of excellence to every aspect of business, and take pride in making a positive difference through their work.

Role Summary

The Director of Fleet services will work mostly independently to develop, implement, maintain, and otherwise manage programs regarding the company’s vehicle fleet. This will involve upholding policies and best practices for:

• Centralizing purchasing of vehicles, products, supplies, and services
• Vehicle financing, maintenance, telematics (tracking and diagnostics)
• Inventory control
• Recommending fleet appropriations
• Fuel management
• Driver management
• Speed management
• Vehicle safety and liability
• Other fleet-related matters in the interest of improving efficiency, productivity, cost control, and effectiveness

This role will maintain and scale existing programs to create ROI of equipment that will double in size in the next 5+ years as our client acquires other companies. The Director of Fleet Services will evaluate the incoming needs, work to integrate new operations and acquisitions, and be able to back up their decisions to higher management levels through presentations with supporting data.

A hybrid arrangement may be possible, depending on the candidate. There may be occasional travel for equipment evaluations.

Duties, Responsibilities, and Accountabilities

Essential Functions

FLEET MANAGEMENT

• Manage and maintain comprehensive fleet management program, including acquisition, maintenance, repair, replacement, and rental of fleet vehicles and equipment
• Identify vehicle technological trends, forecast needs, conduct needs analyses, and conduct gap analyses to ensure the company and its personnel have the most up-to-date equipment skill sets
• Plan long- and short-range goals to overcome shortages and/or better utilize excess resources
• Research and develop specifications for vehicles, equipment, supplies, and materials
• Monitor departments by analyzing vehicle and equipment utilization and evaluating equipment specifications

FIELD SUPPLIES PROCUREMENT

• Oversee the efficient ordering, receipt, storage, and dispatch of field supplies for forestry and construction operations, including chainsaws, electrical construction tools, safety equipment, clothing, and other supplies
• Keep stock control systems up to date and ensure inventories are accurate
• Review and process purchase requisitions and review vendor bid responses for field supplies

LOGISTICS

• Manage, assign, and track use of company vehicles
• Maintain inventory system by recording all locations, expenditures, and income of each fleet vehicle and equipment item
• Manage, schedule and arrange for the delivery of vehicles and equipment to all departments

PEOPLE MANAGEMENT

• Recruit, select, hire and train new employees
• Forecast staffing, workload, and performance results to meet business demands
• Supervise and manage employees in the fleet/transportation department
• Implement and maintain mechanic training and certification program

FINANCIAL MANAGEMENT

• Analyze vehicles’ utilization, depreciation, maintenance costs, replacement costs, and standardization, and determine best methods for replacement, acquisition, and financing of vehicles, including options
• Calculate internal rates for all fleet vehicles and equipment to ensure adequate coverage of maintenance, operation and replacement costs and coordinates charge-back to corresponding business units
• Create departmental, fleet expense, and capital budgets; submit to management for approval
• Track actual performance versus forecasts on a monthly, quarterly, and annual basis
• Report fleet expense performance regularly to management, including an annual report when submitting the coming year’s budget
• Conduct cost studies for fleet operation and maintenance to identify units requiring repair/replacement
• Advise operating departments on equipment suitability and alternatives
• Analyze departmental equipment needs by considering cost and use factors and other available information in order to advise operating departments on equipment suitability/use of alternatives

REGULATIONS AND POLICY

• Develop policies designed to improve efficiency, productivity, cost control, and effectiveness for the fleet
• Create/update fleet policy and procedures, including vehicle assignment, personal use, accident reporting process, and other procedures
• Maintain equipment records in accordance with federal, state and local laws, policies and regulations
• Ensure that all vehicles and equipment are licensed and registered as required by state and federal law
• Execute company fleet policy as needed
• Enforce safety practices and procedures
• Support driver certification and safety programs

EQUIPMENT MAINTENANCE

• Maintain and monitor preventive maintenance programs to assure cost effectiveness
• Monitor scheduled maintenance programs to maintenance meets manufacturers specifications
• Internal supplies, maintenance and repair

- Oversee internal garage operations

- Oversee repair and maintenance operations for all fleet vehicles and equipment

- Review/process purchase requisitions for parts and supplies

- Review vendor bid responses for tools, equipment, parts, and services

- Monitor expenditures

- Prepare the annual bid list for parts and supplies

• External maintenance and repair

1. - Determine which fleet processes should be outsourced, and to which suppliers
2. - Negotiate and establish repair costs or parts pricing with third party vendors
3. - Negotiate strict servicing time limits and priority repair schedules with third party vendors
4. - Train field managers in using the supplier programs

FUEL PURCHASE

• Streamline and monitor fuel purchase system for all vehicles, equipment, and drivers
• Oversee proper use of fuel cards

VEHICLE AND EQUIPMENT PURCHASES AND DISPOSALS

• Work with Purchasing Department to issue requests, participate in evaluation of responses, and make recommendations on award of purchases, including cooperative purchasing options
• Enforce specifications in vehicle acquisitions
• Oversee the sale of vehicles and equipment via wholesale or auction

FLEET DATA SYSTEMS OPERATION, REPORTING, AND MAINTENANCE

• Make recommendations on systems to manage fleet data
• Develop, run, and analyze productivity and operational reports
• Use telematics/GPS systems to track, analyze, and report on fleet inventory, fuel, drivers, speed, and maintenance operations for cost effectiveness

SAFETY/RISK MANAGEMENT

• Enforce procedures to assure highest standards of risk management, employee safety, and risk avoidance
• Monitor and track vehicle damage and report to risk management to verify that accidents were reported
• Participate in Safety Committee meetings and make recommendations on best safety practices

SPECIAL PROJECTS

• Develop and implement special projects as assigned by Executive Management
• Provide and present supporting documentation regarding financial viability, economic feasibility, and implementation schedule of proposed projects

Secondary Duties:

• Report for work outside of normal work hours for emergency operations
• Potentially fill in for direct supervisor or subordinate when that person is absent
• Assist Purchasing Department with some vendor contracts and some purchasing

Supervision Exercised

• Make hiring and promotion decisions
• Outline methods
• Instruct and trains employees
• Direct work in progress
• Schedule work
• Check or inspects completed work
• Assign duties
• Approve work
• Plan and set work priorities
• Prepare performance appraisals
• Balance work among employees
• Take disciplinary action

Qualifications / Skills

Dealbreaker

• Indiana driver's license applicable to job responsibilities, with a good driving record acceptable to the company
• Authorized to work in the US without needing visa sponsorship at any time

Core

Any combination of experience and training which provides knowledge, skills, and abilities equivalent to:

• Bachelor’s degree in business, public administration, finance, transportation management, or directly related field
• 5 years of experience in utility/industrial vehicle fleet management operations/analysis
• Strong understanding and experience with federal DOT

Bonus

• CAFM (Certified Automotive Fleet Manager)
• CPFP (Certified Public Fleet Professional)
• CEM (Certified Equipment Manager)

Benefits/Perks

• Medical, dental, vision, and disability insurances
• Commuter benefits
• Paid maternity leave
• 401(k)

Hiring Process

• Application
• Go over provided resources in preparation for interview with recruiter
• Interview with recruiter
• Interview with COO
• Likely 1-2 additional client interviews
• Offer