Job Description

The Fleet Manager is responsible for overseeing and managing the company’s fleet of vehicles, including sedans, pickup trucks, and FMCSA-regulated commercial vehicles. This role ensures fleet safety, regulatory compliance, cost control, and operational readiness by coordinating maintenance and repairs, managing driver performance, administering fuel and tax reporting, enforcing fleet policies, overseeing telematics programs, handling auto claims, and reviewing fleet-related expenses. The Fleet Manager plays a critical role in minimizing downtime, maintaining compliance, and promoting a strong safety-focused culture across the organization.

Key Responsibilities

Fleet Operations & Maintenance

• Oversee daily operations of the company fleet, including light-duty and FMCSA-regulated vehicles.
• Coordinate with internal and external mechanics to ensure routine maintenance, preventive services, and repairs are completed timely.
• Track and ensure completion of annual inspections, DOT inspections, registrations, emissions testing, and required certifications.
• Maintain detailed vehicle records, service histories, and compliance documentation.
• Minimize vehicle downtime through proactive maintenance planning and vendor follow-up.
• Coordinate purchase and onboarding of new fleet vehicles, manage the sale of used vehicles, and oversee all decal installation and removal to ensure branding and compliance standards are met.

Compliance, Safety & Policy Enforcement

• Ensure compliance with all federal, state, and local regulations, including DOT and FMCSA requirements.
• Develop, update, and enforce fleet policies, vehicle use guidelines, and driver safety standards.
• Investigate vehicle incidents, violations, and safety concerns and implement corrective actions.
• Maintain driver qualification and compliance files as required.

Driver Training & Performance Management

• Conduct driver onboarding, safety training, and periodic refresher training.
• Monitor driver behavior using telematics and safety reporting tools.
• Maintain a driver “watch list” and meet regularly with drivers to address unsafe driving trends, policy violations, or performance concerns.
• Promote safe driving practices and accountability across the fleet.

Telematics & Data Reporting

• Manage the company’s telematics program, including monitoring, analysis, and reporting.
• Review metrics such as speeding, harsh breaking, idling, and route compliance.
• Provide regular performance and safety reports to leadership with actionable recommendations.

Fuel Tax, Regulatory Filings & Reporting

• Oversee quarterly fuel tax reporting, including IFTA, HUT, and NY HUT filings.
• Ensure accurate mileage and fuel data collection from drivers and telematics systems.
• Coordinate and submit required federal and state fleet-related tax filings, including:
• Heavy Highway Vehicle Use Tax (Form 2290)
• Unified Carrier Registration (UCR)
• Maintain compliance calendars and ensure all filings and payments are completed accurately and on time.

Registration & Licensing

• Manage IRP registrations and renewals for all applicable fleet vehicles.
• Ensure timely renewal of license plates, permits, and operating credentials.
• Coordinate with state agencies and third-party vendors as needed.
• Obtain registrations for new FE/FM owned vehicles and IRP vehicles

Claims & Incident Management

• Manage auto accident claims from initial report through resolution – if company is at fault discuss root cause with driver and implement disciplinary action if necessary
• Coordinate inspections, estimates, and repairs with insurance carriers and repair facilities.
• Track claim trends and implement strategies to reduce frequency and severity of incidents.

Financial Oversight & Cost Control

• Conduct monthly reviews of all fleet-related bills and invoices, including fuel, maintenance, repairs, telematics, tolls, and registrations.
• Verify accuracy, investigate discrepancies, and approve charges in coordination with accounting.
• Track fleet expenses, analyze cost trends, and identify opportunities for cost savings.
• Support budgeting, forecasting, and vendor negotiations related to fleet operations.

Qualifications & Skills

· Proven experience managing a mixed fleet, including FMCSA-regulated vehicles.

· Strong working knowledge of DOT/FMCSA regulations, fuel tax reporting, and fleet compliance.

· Experience with federal and state regulatory filings, including:

o IFTA, HUT, and NY HUT

o IRP registrations and renewals

o Heavy Highway Vehicle Use Tax (Form 2290)

o Unified Carrier Registration (UCR)

o MCS-150 biennial updates

· Familiarity with telematics systems and driver monitoring tools.

· Experience managing vehicle maintenance, auto claims, and vendor relationships.

· Strong organizational and analytical skills with attention to detail.

· Ability to communicate effectively with drivers, mechanics, vendors, and leadership.

· Proficient in Microsoft Office and fleet management software – knowledge of Xcelerate (Element Fleet Management) is preferred.

· Valid driver’s license required; CDL knowledge preferred.

Preferred Experience

• Experience in construction, MEP, or heavy commercial contracting environments.
• Background in fleet compliance, safety, and/or risk management.
• Experience developing fleet policies and driver training programs.

AA/EOE, M/F

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