Fleet Manager

Paycom; Grand Prairie (TX); On-site; USD 90,000 - 130,000; Full time

Job summary

Paycom seeks a seasoned Fleet Manager to lead and optimize a multi-vehicle program in Grand Prairie, TX. You will own lifecycle planning, budgeting, maintenance, and cost controls while coordinating with finance, safety, and operations.

The role requires strong analytical abilities, Excel proficiency, vendor management, and experience with fleet-management platforms; on-site collaboration with cross-functional teams is essential for success.

Qualifications

• Extensive fleet-management experience including budgeting and cost controls.
• Strong analytical and problem-solving abilities.
• Ability to manage multiple fleet priorities and vendor relationships.

Responsibilities

• Develop and maintain a formal fleet lifecycle and replacement program.
• Manage annual fleet operating and capital budget; monitor costs by vehicle.
• Coordinate vehicle acquisitions, leases, registrations, and disposals.
• Oversee GPS/telematics for tracking, utilization, and reporting.
• Ensure fleet documentation, compliance, and reporting to management.

Skills

Fleet management

Budgeting

Vendor management

Excel / Microsoft 365

Data analysis

Cross-functional collaboration

Communication

Tools

Enterprise Fleet Management

GPS & Telematics

Excel/Microsoft 365

Job description

Job Details: Job Location: GRAND PRAIRIE, TX 75050, Position Type: Full Time, Position Summary

Principal Accountabilities

Fleet Management & Administration

• Maintain 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 & Accountability

• Develop 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 Management

• Develop 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 Management

• Evaluate 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 Disposal

• Coordinate 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 & Repairs

• Develop 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 Utilization

• Regularly 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 Management

• Administer 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 & Telematics

• Administer 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 & Claims

• Coordinate 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 & Compliance

The 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 Reporting

Prepare and maintain a monthly Fleet Management Report that includes, at minimum:

• Total active fleet
• Owned versus leased vehicles
• Vehicles by department
• Assigned and unassigned vehicles
• Vehicles in repair
• Vehicles ordered
• Vehicles scheduled for replacement
• Vehicles pending sale or disposal
• Monthly and year-to-date maintenance costs
• Monthly and year-to-date fuel costs
• Cost per vehicle
• Vehicle utilization
• Accident and claim activity
• Capital expenditures
• Lease commitments
• Exceptions requiring management attention

Key Performance Indicators

• Preventive maintenance compliance
• Fleet availability
• Vehicle downtime
• Maintenance cost per vehicle
• Fuel cost and consumption
• Fleet utilization
• Number of unassigned or underutilized vehicles
• Accident and claim trends
• Registration and inspection compliance
• Accuracy of vehicle assignments
• Fleet budget versus actual performance
• Vehicle acquisition cycle time
• Vehicle disposal proceeds
• Timely recovery of vehicles following employee separation
• Savings generated through vendor negotiations and fleet-management initiatives

Qualifications: Education, Experience, and Job Qualifications

• 5+ 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 Demands

The 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 Conditions

The 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.