Fleet Manager

Able Communications Inc; Grand Prairie (TX); On-site; USD 100,000 - 130,000; Full time

Job summary

ABLe Communications is seeking a Fleet Manager who will own a fleet of 100+ vehicles, including company-owned and leased units. This role partners with Finance, Operations, Safety and HR to optimize lifecycle costs and utilization while maintaining strong controls.

The ideal candidate has extensive fleet-management experience, expertise in budgeting and vendor negotiation, and proficiency in GPS/telematics and MS Office to produce actionable management reports.

Qualifications

• 5+ years of fleet or related operations management experience.
• Experience managing a mixed fleet of company-owned and leased vehicles preferred.
• Strong vendor-management, negotiation, and budgeting capabilities.
• Proficiency with GPS/telematics systems and fleet-management software.
• Advanced Excel and Microsoft 365 skills; analytical mindset.
• Ability to analyze financial and operational data and advise leadership.

Responsibilities

• Maintain a master inventory of all company-owned and leased vehicles.
• Develop and manage the annual fleet budget and monitor costs.
• Track maintenance, fuel, insurance, registration, and other expenses.
• Maintain vehicle lifecycle and replacement forecasting and plans.
• Coordinate vehicle acquisitions, leases, upfitting, and disposals.
• Ensure compliance, documentation, and alignment with safety and HR.
• Administer GPS/telematics data and generate utilization reports.
• Provide management with fleet insights and cost-variance analyses.

Skills

Fleet budgeting

Vendor management

GPS & telematics

Excel & MS 365

Data analysis

Lifecycle planning

Negotiation

Organizational skills

Tools

GPS Telematics platform

Enterprise Fleet Management

Fleet-management software

Job description

Position SummaryThe Fleet Manager has overall responsibility and ownership of ABLe Communications' vehicle fleet program, including fleet administration, acquisition and disposal, leasing, maintenance, utilization, financial performance, safety coordination, compliance, telematics, fuel management and lifecycle planning.The Fleet Manager is responsible for a fleet of more than 100 company vehicles consisting of both company-owned and leased vehicles and serves as ABLe's primary point of contact for fleet vendors, leasing partners, employees, management, insurance providers and other parties involved in fleet operations.This is a management and financial accountability position—not solely an administrative fleet position. The Fleet Manager is expected to understand what ABLe's fleet costs, how individual vehicles are being utilized, when vehicles should be replaced, and whether purchasing, leasing or retaining vehicles provides the best financial and operational outcome for the company.The position works closely with Finance, Operations, Safety and Human Resources to ensure ABLe's fleet supports field operations while maintaining appropriate financial controls.Principal AccountabilitiesFleet Management & AdministrationMaintain a complete and accurate master inventory of all company-owned and leased vehicles.Maintain vehicle records, including VIN, license plate, registration, title, assigned employee, department, location, acquisition date, mileage, lease terms, maintenance history, insurance information, and vehicle status.Maintain accountability for all vehicles, including assigned, available, in-repair, ordered, pending disposal, and other applicable status categories.Coordinate vehicle assignments, transfers, and returns.Maintain documentation for employee receipt and return of vehicles, keys, fuel cards, toll tags, and related company property.Coordinate vehicle registrations, inspections, renewals, titles, and license plates.Maintain complete and accurate electronic fleet records and supporting documentation.Financial Management & AccountabilityDevelop and manage the annual fleet operating and capital budget.Monitor total fleet costs and cost by vehicle.Track maintenance, repair, fuel, lease, insurance, registration, toll, telematics, and other fleet-related expenses.Identify vehicles with excessive maintenance or operating costs.Identify underutilized or unnecessary vehicles.Develop recommendations to reduce fleet operating costs.Assist Finance with forecasting fleet capital requirements.Review fleet-related invoices for accuracy and reasonableness prior to approval.Maintain appropriate controls over fleet-related expenditures.Provide Finance with documentation required for fixed-asset additions, transfers, and disposals.Analyze fleet financial and operational data and communicate significant cost trends, variances, and recommended actions to management.Vehicle Lifecycle ManagementDevelop and maintain a formal vehicle lifecycle and replacement program.Evaluate vehicles based on age, mileage, maintenance history, repair costs, reliability, utilization, expected resale value, operational requirements, and total cost of continued ownership.Maintain a rolling 12-, 24-, and 36-month vehicle replacement forecast.Recommend vehicle replacement based on financial and operational considerations rather than age or mileage alone.Identify opportunities to extend vehicle life when continued ownership is financially and operationally appropriate.Purchase, Lease & Acquisition ManagementEvaluate whether vehicles should be purchased, leased, or retained based on total lifecycle cost and operational requirements.Consider acquisition price, lease terms, financing costs, expected ownership period, maintenance costs, mileage, resale value, cash requirements, and operational needs.Coordinate approved vehicle purchases and lease orders.Manage relationships with Enterprise Fleet Management and other fleet vendors.Coordinate vehicle ordering, delivery, and preparation.Coordinate vehicle upfitting, including racks, toolboxes, graphics, GPS equipment, and other required equipment.Ensure vehicles are properly documented and prepared before assignment.Provide management with recommendations before significant fleet acquisitions.Vehicle DisposalCoordinate lease returns.Coordinate the sale, trade-in, or other approved disposition of company-owned vehicles.Obtain competitive market information when appropriate to maximize disposal proceeds.Coordinate vehicle preparation and documentation for disposition.Provide Finance with complete acquisition and disposition documentation.Maintenance & RepairsDevelop and administer a preventive maintenance program.Monitor mileage and required maintenance intervals.Coordinate routine maintenance, repairs, tires, and other vehicle services.Review significant repair estimates before authorization.Review repair invoices for accuracy and reasonableness.Identify recurring mechanical issues and trends.Identify vehicles where repair costs or reliability indicate replacement should be considered.Minimize vehicle downtime and coordinate temporary or replacement vehicles when necessary.Maintain qualified, reliable, and cost-effective repair vendors.Fleet UtilizationRegularly evaluate vehicle utilization across the organization.Identify low-mileage, unassigned, underutilized, or inactive vehicles.Identify departments with excess or insufficient vehicles.Recommend vehicle reassignment when appropriate before additional vehicles are purchased or leased.Use fleet utilization data to support acquisition, replacement, and disposal decisions.Fuel & Toll ManagementAdminister company fuel-card programs.Issue, maintain, and cancel fuel cards as appropriate.Monitor fuel transactions for unusual or unauthorized activity.Analyze fuel consumption and identify exceptions.Investigate fuel-related discrepancies.Administer toll tags and toll accounts.Reconcile fuel cards and toll tags to vehicle assignments.Identify opportunities to reduce fuel and toll expenses.GPS & TelematicsAdminister ABLe's GPS and telematics platform.Maintain accurate vehicle and employee assignments within the system.Ensure telematics equipment is properly installed and functioning.Monitor mileage, utilization, and other available fleet data.Produce fleet utilization and exception reports.Identify unusual activity or data exceptions.Coordinate with management and Safety regarding appropriate follow-up.Accidents, Insurance & ClaimsCoordinate required fleet documentation following vehicle accidents.Obtain accident reports, photographs, police reports, and other supporting documentation.Coordinate with employees, Safety, management, insurance providers, and repair facilities.Track vehicle claims and repairs through completion.Maintain complete accident and claim records.Monitor accident and claim trends and provide management with appropriate reporting.Fleet Policy & ComplianceThe Fleet Manager administers the vehicle program and maintains fleet-related records, processes, and controls while coordinating with other departments on employee, safety, financial, and compliance matters.The Fleet Manager is responsible for promptly communicating significant fleet, financial, safety, compliance, or policy exceptions to the appropriate department and management.Management ReportingPrepare and maintain a monthly Fleet Management Report that includes, at minimum:Total active fleetOwned versus leased vehiclesVehicles by departmentAssigned and unassigned vehiclesVehicles in repairVehicles orderedVehicles scheduled for replacementVehicles pending sale or disposalMonthly and year-to-date maintenance costsMonthly and year-to-date fuel costsCost per vehicleVehicle utilizationAccident and claim activityCapital expendituresLease commitmentsExceptions requiring management attentionKey Performance IndicatorsPerformance will be evaluated using objective measures, including:Preventive maintenance complianceFleet availabilityVehicle downtimeMaintenance cost per vehicleFuel cost and consumptionFleet utilizationNumber of unassigned or underutilized vehiclesAccident and claim trendsRegistration and inspection complianceAccuracy of vehicle assignmentsFleet budget versus actual performanceVehicle acquisition cycle timeVehicle disposal proceedsTimely recovery of vehicles following employee separationSavings generated through vendor negotiations and fleet-management initiativesEducation, Experience, and Job Qualifications5+ years of fleet, vehicle, equipment, or related operational management experience preferred.Experience managing a fleet of 75+ vehicles strongly preferred.Construction, specialty contracting, field service, or similar industry experience strongly preferred.Experience managing a combination of company-owned and leased vehicles preferred.Experience with Enterprise Fleet Management or similar fleet-management providers preferred.Demonstrated knowledge of fleet budgeting, lifecycle costs, and vehicle replacement analysis.Strong vendor-management and negotiation skills.Experience with GPS, telematics, and fleet-management systems.Strong Microsoft Excel and Microsoft 365 skills.Strong analytical, organizational, and recordkeeping skills.Ability to analyze financial and operational data and make recommendations to management.Ability to manage multiple priorities while supporting field operations.Valid driver's license and acceptable driving record required.Typical Physical and Mental DemandsThe position may require long hours, handle conflicts, and make decisions under pressure and in inclement weather situations. While performing the duties of this job, the employee must stand, walk, use hands and fingers to, handle, feel or operate tools or controls; and reach with hands and arms. The employee must climb a ladder while lifting up to 50 pounds, sit, climb or balance, stoop, kneel, crouch, crawl, talk, hear and smell. The employee must have specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust and focus. The noise level in the work environment is usually moderate to loud.Physical Requirements & Working ConditionsThe physical demands, work environment factors and mental functions described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.