Job Description

Fleet Maintenance Manager

The Fleet Maintenance Manager is responsible for overseeing and managing the company’s material handling equipment (MHE), and vehicle fleet, including both heavy and light-duty vehicles. This role ensures that all maintenance activities are conducted efficiently, within budget, and in compliance with all safety and regulatory standards. The Manager will work closely with internal teams, vendors, and contractors to optimize the performance and longevity of the company’s assets in the warehousing and distribution sector. The fleet Maintenance Manager reports to COO. This is a salary exempt position.

Primary Job Responsibilities & Objectives:

This includes possessing the skills to perform the functions listed below while continuing to structure and develop the department. This position will be direct point of contact (POC) with third part fleet maintenance company. Resources needed for the execution of site maintenance will be coordinated with accounting and administration and warehouse management at each location.

1. Vendor Management:

• Identify, evaluate, and select vendors for maintenance and repair services for MHE and fleet.
• Negotiate contracts, terms, and pricing with vendors to ensure cost-effectiveness and quality of service.
• Monitor vendor performance through regular reviews, site visits, and key performance indicators (KPIs).
• Ensure that vendors adhere to all company policies, safety standards, and regulatory requirements.

2. Maintenance Planning & Scheduling:

• Develop and implement preventive maintenance programs for MHE and fleet to minimize downtime and extend asset life.
• Coordinate with vendors to schedule maintenance and repairs, ensuring minimal disruption to operations.
• Manage emergency repairs and breakdowns in a timely and cost-effective manner.

3. Budget Management:

• Develop and manage the budget for fleet maintenance, ensuring expenses align with financial goals.
• Track and report on maintenance costs, identifying areas for cost savings and efficiency improvements.
• Approve invoices and ensure timely payment to vendors.

4. Compliance & Safety:

• Ensure that all maintenance activities comply with OSHA, DOT, EPA, and other relevant regulations.
• Implement and enforce safety protocols and procedures across all vendor operations.
• Conduct regular audits and inspections to ensure compliance with safety and environmental standards.

5. Asset Management:

• Maintain accurate records of all maintenance activities, including work orders, maintenance logs, and vendor agreements.
• Monitor the condition of MHE and fleet assets, making recommendations for repairs, upgrades, or replacements.
• Collaborate with the COO and Director of Facilities and Safety on the acquisition of new equipment and parts as needed.

6. Vendor Relationship Management:

• Build and maintain strong relationships with vendors to ensure long-term partnerships and high-quality service.
• Resolve any disputes or issues with vendors promptly and professionally.
• Regularly review and assess vendor performance, making changes as necessary to optimize service delivery.

7. Continuous Improvement:

• Identify opportunities for process improvements in maintenance management and vendor relations.
• Implement best practices and innovative solutions to enhance the efficiency and effectiveness of maintenance operations.
• Stay updated on industry trends, technologies, and regulations that impact facilities and fleet maintenance.

8. Reporting:

• Prepare and present regular reports on maintenance activities, vendor performance, and budget status to senior management.
• Provide data-driven insights and recommendations to improve operational efficiency and reduce costs.

Fleet Maintenance Manager Requirements:

Proven experience in vendor management, contract negotiation, and budget management.

• Strong understanding of maintenance practices, safety regulations, and compliance requirements.
• Excellent communication, negotiation, and problem-solving skills.
• Ability to work in a fast-paced, dynamic environment and manage multiple priorities.
• Proficiency in maintenance management software, ERP systems, and Microsoft Office Suite.
• Certification in Facilities Management, Fleet Management, or a related area is a plus.
• Above average knowledge of DOT regulations.
• Above average knowledge of OSHA regulations.

Education and Experience:

• Bachelor’s degree in Business Administration, Facilities Management, Engineering, or a related field.
• 5+ years of experience in facilities and/or fleet maintenance management, preferably in a warehousing or distribution environment.

Certificates, Licenses, Registrations:

• The Facilities, Fleet and Procurement role should possess and maintain a commercial (Class A) Driver License in accordance with DOT regulations.

Physical Demands:

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the position. Reasonable accommodation can be made to enable people with disabilities to perform the essential functions of the job described.

While performing the responsibilities of the job, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel. The employee is frequently required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close vision.

Work Environment:

While performing the responsibilities of the job, these work environment characteristics are representative of the environment the employee will encounter. Reasonable accommodation may be made to enable people with disabilities to perform the essential functions of the job.

While performing the duties of this job in the office environment, the employee is occasionally exposed to moving mechanical parts and vehicles. The noise level in the work environment can be moderate to loud.

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