Over-the-Road Fleet Manager

Miller Bros. Const., Inc.; Archbold (OH); On-site; USD 85,000 - 125,000; Full time

Job summary

Miller Bros. Const., Inc. is seeking an Over-the-Road Fleet Manager to lead the compliant, cost-efficient management of our licensed vehicle fleet, including trucks, trailers, and CDL vehicles used on public roadways.

The role requires coordinating maintenance, registrations, fuel programs, insurance, and vendor management while providing data-driven insights to safeguard assets and support field operations.

Qualifications

• Bachelor's degree in Fleet Management or related field with 5+ years of experience.
• Experience managing a geographically dispersed commercial or service fleet.
• Knowledge of DOT, FMCSA, state/local requirements.
• Ability to interpret fleet data and present actionable recommendations.
• Experience with telematics, fuel-card and toll-management.

Responsibilities

• Manage day-to-day administration of the over-the-road fleet including trucks, service vehicles, CDL vehicles, site vehicles and trailers; maintain complete records.
• Coordinate vehicle assignments, transfers, and take-home privileges with approval requirements.
• Ensure drivers have valid licenses and required training before operating a company vehicle.
• Establish accountability processes for site vehicles and manage keys, records, and vehicle condition.
• Coordinate preventive maintenance, inspections, recalls, and roadside assistance; monitor downtime and maintenance.
• Maintain titles, registrations, insurance documents, and other fleet records; coordinate renewals.
• Administer fuel-card and toll-pass programs; monitor transactions and investigate anomalies.
• Support accident and insurance-claim processes with documentation and data.
• Partner with Telematics Manager to monitor location, utilization, and driver behavior; use data for coaching and decisions.
• Develop dashboards and KPIs covering fleet metrics and provide management with recommendations.
• Develop and maintain fleet policies, SOPs, and training materials; enforce data-retention practices.
• Evaluate acquisition, upfitting, and disposal needs; support budgeting and capital planning.
• Lead vehicle sourcing and negotiations; coordinate orders, delivery, and acceptance to meet requirements.

Skills

Analytical skills

Organizational skills

Problem solving

Communication

Leadership

Education

Bachelor's degree in Fleet Management, Business, Transportation, Logistics, Construction Management

Tools

Fleet-management systems

Telematics

Enterprise accounting systems

Fuel-card management

Toll-management systems

Job description

Miller Bros. Const., Inc. is a heavy-civil contractor specializing in earthmoving, utility installation, and structure development for public roadway, industrial and commercial clients.

The Over-the-Road Fleet Manager leads the safe, compliant, cost-effective, and accountable management of Miller Bros. Const., Inc.'s licensed and plated vehicle fleet. This includes pickup trucks, service vehicles, CDL vehicles, site vehicles, highway trailers, and other company assets operated on public roadways.

This position is responsible for vehicle assignments and transfers, driver qualification coordination, preventive maintenance, registrations and titles, fuel cards, toll passes, insurance and claims support, vendor management, regulatory compliance, and vehicle lifecycle planning. The Over-the-Road Fleet Manager maintains accurate fleet records and establishes consistent processes that protect company assets and support field operations.

The Over-the-Road Fleet Manager works closely with Equipment Operations, Group Managers, Project Superintendents, Safety, Human Resources, Accounting, the Telematics Manager, vendors, and company leadership. The position uses maintenance, fuel, utilization, telematics, safety, and cost data to identify risks, improve accountability, control operating costs, and support data-driven fleet decisions.

Key Responsibilities

• Safety FIRST in all tasks, planning, and daily activities.
• Manage the company's licensed and plated vehicles and highway trailers.
• Maintain accurate vehicle, assignment, driver, registration, insurance, and compliance records.
• Administer vehicle assignment, transfer, return, and take-home approval processes.
• Coordinate preventive maintenance, inspections, repairs, recalls, and roadside support.
• Monitor fleet utilization, operating cost, fuel use, downtime, and replacement needs.
• Oversee fuel-card, toll-pass, licensing, registration, and vendor programs.
• Support accident reporting, insurance claims, and corrective-action investigations.
• Promote consistent compliance with company vehicle policies and applicable regulations.
• Provide actionable fleet reporting and recommendations to operations and company leadership.

Duties

• Manage the day-to-day administration of the over-the-road fleet, including pickup trucks, service vehicles, CDL vehicles, site vehicles, highway trailers, and other licensed assets; maintain complete and accurate records for vehicle status, location, assignment, classification, ownership, and operating group.
• Administer vehicle assignments, transfers, temporary reassignments, returns, and take-home privileges in accordance with company approval requirements; confirm that fleet, billing, maintenance, telematics, insurance, fuel-card, and toll records are updated before an assignment change is considered complete.
• Coordinate with Group Managers, Project Superintendents, Safety, and Human Resources to verify that drivers have a valid license, an acceptable motor vehicle record, required training, and appropriate company authorization before operating a company vehicle.
• Establish and monitor accountability processes for site vehicles assigned to Project Superintendents or local job owners, including control of keys, authorized-user lists, vehicle condition, fuel level, daily return, maintenance scheduling, damage reporting, and restrictions on take-home or personal use.
• Plan and coordinate preventive maintenance, inspections, recalls, warranty work, repairs, emergency service, towing, and roadside assistance; monitor overdue service and downtime, elevate critical issues, and ensure repair work is properly authorized and documented.
• Maintain titles, registrations, license plates, permits, inspection records, insurance documents, and other required fleet records; coordinate renewals and changes to keep all applicable vehicles and trailers legally and operationally compliant.
• Administer company fuel-card and toll-pass programs, verify that cards and passes remain assigned to the correct vehicle, monitor transaction exceptions, investigate suspected misuse, and coordinate corrective action with appropriate management functions.
• Support accident, damage, theft, and insurance-claim processes by coordinating timely reporting and collecting driver information, photographs, police reports, repair estimates, maintenance records, telematics information, and other required documentation.
• Partner with the Telematics Manager to monitor vehicle location, mileage, utilization, speeding, harsh-driving events, crash alerts, unauthorized use, device tampering, and maintenance notifications; use verified information to support coaching, investigations, asset security, and fleet decisions.
• Develop dashboards, reports, forecasts, and key performance indicators covering fleet size, utilization, mileage, fuel consumption, maintenance cost, downtime, assignment accuracy, compliance, accidents, rentals, and replacement requirements; provide management with clear recommendations and follow-up actions.
• Develop and maintain over-the-road fleet policies, standard operating procedures, audit processes, and training materials; communicate driver and supervisor responsibilities and coordinate with Safety, Human Resources, and company leadership on consistent enforcement and appropriate data-retention practices.
• Evaluate vehicle acquisition, rental, upfitting, standardization, replacement, transfer, and disposal needs using operational requirements, condition, mileage, utilization, maintenance history, risk, and total cost of ownership; support annual budgeting and long‑term capital planning.
• Lead the vehicle sourcing and acquisition process in coordination with Procurement, Accounting, Equipment Operations, and operating-group leadership; develop vehicle and upfit specifications, solicit and document competitive quotes from qualified dealerships and vendors, evaluate proposals based on total delivered cost, availability, warranty coverage, service support, standardization, and total cost of ownership, negotiate pricing and commercial terms within delegated authority, and present purchase recommendations for approval. Coordinate purchase orders, order tracking, upfitting, delivery, inspection, title and registration documentation, and final acceptance to ensure acquired vehicles meet company requirements and are placed into service accurately and on schedule.
• Manage relationships with dealerships, repair facilities, towing providers, rental companies, registration services, fuel and toll providers, insurance representatives, and other fleet vendors; monitor service, pricing, responsiveness, and contractual performance.
• Conduct periodic audits of vehicle classifications, assignments, driver authorizations, maintenance records, fuel activity, registrations, insurance documentation, site-vehicle controls, and policy compliance; correct discrepancies and improve processes to prevent recurrence.
• Coordinate miscellaneous over-the-road fleet, compliance, reporting, and operational support activities as assigned.

Qualifications

• Bachelor's degree in Fleet Management, Business, Transportation, Logistics, Construction Management, or a related field with 5+ years of relevant experience OR a minimum of 10 years of progressive fleet, equipment, transportation, or vehicle-management experience, preferably within construction or related operations, required.
• Experience managing a geographically dispersed commercial, construction, or service fleet preferred.
• Working knowledge of vehicle maintenance, titles, registrations, licensing, inspections, insurance, and driver qualification practices required.
• Working knowledge of applicable DOT, FMCSA, state, local, and company vehicle requirements preferred.
• Experience with fleet-management, telematics, fuel-card, toll-management, maintenance, or enterprise accounting systems preferred.
• Experience supporting vehicle acquisition, upfitting, lifecycle-cost analysis, insurance claims, and vendor management preferred.
• Strong analytical, organizational, problem-solving, and process-improvement skills required.
• Ability to interpret fleet data, investigate discrepancies, identify trends, and present actionable recommendations.
• Ability to manage multiple priorities, deadlines, vendors, systems, and stakeholders in a fast-paced construction environment.
• Previous supervisory or management experience preferred.
• Ability to communicate effectively with drivers, field personnel, Project Superintendents, management, vendors, and support departments.
• Ability to handle confidential driver, telematics, accident, insurance, and personnel information with sound judgment.
• Ability to work independently and take ownership of fleet systems, processes, compliance requirements, and improvement initiatives.

Working Conditions

• This position is based primarily in an office and yard environment at the MBC Equipment & Training Center.
• Requires frequent communication with drivers, field personnel, Project Superintendents, vendors, equipment staff, management, and support departments.
• Requires extensive use of computer systems, fleet-management platforms, telematics systems, reporting tools, and operational software.
• Requires the ability to sit, stand, walk, bend, and use computer systems regularly.
• Vehicle and trailer inspections may require work in shop, yard, roadside, or field environments.
• Occasional outdoor work and exposure to varying weather conditions, noise, dust, and vehicle traffic.
• A valid driver's license and occasional travel to project sites, vendors, or other company locations are required.
• Occasional extended hours or after-hours response may be required for accidents, breakdowns, urgent compliance matters, or operational needs.