Manager of Fleet Planning

City of Kitchener; Kitchener; On-site; CAD 90,000 - 120,000; Full time

Job summary

City of Kitchener is seeking a Fleet Planning Manager to direct fleet lifecycle, budgeting, and safety compliance across vehicles and equipment.

You will supervise staff, coordinate with Human Resources and suppliers, and ensure optimal maintenance and performance. The role requires strong data analysis, reporting, and experience with fleet systems.

Qualifications

• Minimum of a 3 year degree or diploma in a related field.
• Certification in CPFP or CAFM preferred.
• DZ license may be required or pursued within 6 months of hire.

Responsibilities

• Manages the lifecycle process of all fleet assets including vehicle acquisition & disposal.
• Develops the Fleet capital replacement and budget forecasts.
• Directly supervises staff and handles interviewing, orientation, training, and performance management.
• Provides health and safety direction and ensures compliance with OHSA and related regulations.
• Develops in-house training sessions for Fleet staff with Fleet Supervisors and suppliers.
• Ensures staff hold Provincial qualifications (mechanics certificates, licenses).
• Oversees KPIs and performance metrics for Fleet Planning.
• Prepares reports on vehicles, maintenance, depreciation, and procurement.
• Oversees FMMS, creates/updates records and reports; tests system upgrades.
• Oversees Telematics and AVL systems and data integrity.
• Oversees purchasing and installation of telematics equipment and related data.

Skills

Fleet management

People skills

Leadership

Negotiation

Data analysis

Communication

Training staff

Education

3-year degree or diploma

CPFP designation

CAFM designation

Tools

FMMS

Telematics systems

SQL Developer

Crystal Reports

Job description

Overview

Plans and directs the overall activities and operation of Fleet Planning including life-cycle management of the Corporations fleet assets, fuel management, systems administration, and the daily functions and activities related to the servicing, maintenance, and repair of vehicles, light and heavy trucks, and other mechanical equipment. Coordinates, directs, and schedules staff and resources to meet the Corporations Fleet needs and assures smooth, safe, and efficient requirements for staff and user groups; supervises and evaluates the performance of staff.

Overview

Plans and directs the overall activities and operation of Fleet Planning including life-cycle management of the Corporations fleet assets, fuel management, systems administration, and the daily functions and activities related to the servicing, maintenance, and repair of vehicles, light and heavy trucks, and other mechanical equipment. Coordinates, directs, and schedules staff and resources to meet the Corporations Fleet needs and assures smooth, safe, and efficient requirements for staff and user groups; supervises and evaluates the performance of staff.

Responsibilities

• Manages the lifecycle process of all fleet assets including vehicle acquisition & procurement, review and monitor maintenance data and dispose of assets.
• Develops the Fleet capital replacement and additional (net new) budgets for the vehicle & equipment forecast in accordance with the Equipment Review Process.
• Directly supervises the work of 1 Fleet Systems Specialist; 1 Licensed Automotive Body and Collison Repair;; and 1 Fleet Clerk, with full responsibility for interviewing and selection, orientation and training, direction and guidance, and performance management up to and including recommending termination.
• Provides direction and recommends action to staff on health and safety issues; ensures that the Occupational Health and Safety Act, its regulations, and other related legislated are followed.
• Develops in-house training sessions for Fleet staff and vehicle/equipment operators in conjunction with Fleet Supervisors, suppliers, and the Human Resources Division.
• Ensures all direct report staff have obtained and maintained Provincial legislated qualifications in order to perform assigned duties (e.g., mechanics certificate of qualifications, driver’s licenses).
• Oversees and tracks key performance indicators using performance metrics.
• Develops short and long term goals and objectives, operating policies and procedures, methods, performance standards, safety practices for Fleet Planning.
• Prepares reports related to vehicles, equipment, maintenance, repairs, mileage, depreciation, financial activity, and procurement.
• Oversees the Fleet Maintenance Management System (FMMS)creates and modifies records (equipment, payroll), creates reports and customer billings. Identifies system changes; tests new releases/upgrades.
• Oversees Fluid Inventory and Management System; creates, updates, and tracks fluid information; ensures fluids are purchased and approves invoices.
• Oversees the Telematics and Automatic Vehicle Location System; creates and modifies records including assets and users, creates exceptions and rules for operations staff; responds to and resolves user issues.
• Oversees the purchasing and installation of telematics equipment related to fleet services and operations; creates and maintains data, and updates software.
• Oversees radio system activities related to fleet services and operations. Oversees the servicing of portable radios including programming equipment, and ensuring equipment is repaired and/or replaced as required. Arranges for the loan of radios during special events (e.g., Kitchener Blues Festival).
• Ensures fleet operations are in compliance with environmental laws and maintain the City’s Environmental Management System registered to the ISO 14001 standard.
• Ensures fleet vehicles and equipment are repaired and maintained to a high environmental standard recognizing the City’s commitment to sustainability.
• Organizes and directs functions and activities related to the maintenance and repair of Fleet vehicles and equipment, including unscheduled repairs; coordinates, prioritizes, and schedules staff work assignments using the FMMS, ensures proper input of related data into the FMMS to meet the Corporations requirements and assure timely, smooth, and efficient activities by establishing and maintaining priorities and time lines; reviews and monitors the work of staff to assure accuracy, completeness, and compliance with established standards, requirements, and procedures with regard to health and safety, user needs and requirements, in compliance with the Highway Traffic Act and other legislation (e.g., National Safety Code, Federal Motor Vehicle Safety Standards (FMVSS)).

Education

• Minimum of a 3 year degree or diploma in a related field

Experience

• Minimum 4 years of related and relavent experience.

Skill Equivalency (if applicable)

• 2-Year Diploma (or 2 Year Specialized Post-Secondary Program) with minimum 7 years' related and relavent experience OR
• 4-Year Honours Degree with minimum 2 year's related and relavent experience.

Additional Requirements

• Preference given to candidates with a Certified Public Fleet Professional (CPFP) designation or Certified Automotive Fleet Manager (CAFM) designation or other Fleet Management Certification.
• Must be eligible to obtain Fleet management certification as noted above and achieve certification within an agreed to time period.
• Must have a DZ license in good standing or be willing to obtain a DZ license within 6 months of hire.

Knowledge, Skills, And Abilities

• Knowledge of motor vehicle related regulations specific to the Ontario Highway Traffic Act and related regulations (e.g., legislated work - Periodic Commercial Vehicle Inspection Inspections, Preventative Maintenance Inspections); National Safety Code; Drive Clean Vehicle Emission Testing policy and procedures; Commercial Vehicle Operators Registration; Transport Of Hazardous Goods Act; Fuels Safety Regulations, Truck and Motor Coach Guide; Occupational Health and Safety Act; WHMIS regulation; City of Kitchener Policies and Procedures; City of Kitchener Purchasing By-law, Policies and Procedures; City of Kitchener Fleet Division Policies and Procedures
• Knowledge of the principles, practices, and trends in fleet capital budget planning.
• Knowledge of training and qualifications related to Fleet maintenance and repair in order to ensure staff and vehicle safety are met and maintained.
• Knowledge of engineering design principles associated with vehicle/equipment specifications (e.g., weight distribution, gross vehicle weight calculations).
• Knowledge of computerized work order systems, vehicle computerized systems (e.g., telematics), electronic control equipment (e.g., salt spreading), and electronic truck scale systems.
• Skill in the use of a personal computer with the ability to use software programs such as Microsoft Office, Outlook, Visio, Access, SQL Developer, Crystal Reports, and workorder management systems.
• Ability to write clear and concise reports, procedures, policies, evaluations, and memos.
• Ability to analyze data received from various fleet information systems to interpret complex data and make decisions.
• Strong people, negotiation, and communication skills in order to advise, supervise, and train staff.
• Ability to supervise staff; plan, organize, and direct functions and activities related to servicing, operation, and maintenance and repair, of City vehicles and equipment.
• Ability to manage time, delegate tasks, and prioritize in order to meet deadlines.
• Ability to establish, review, and optimize vehicle/equipment maintenance schedules.
• Ability to support and project values compatible with organization and to participate as an effective team member.
• Reliable with a good attitude and employment record.