Fleet Operations Manager

Summary

Oversee maintenance and repair operations of fleet of approximately 1,800 vehicles and equipment. Provides strategic leadership in optimizing workflow of staff technicians, implementing maintenance policies, and upholding compliance with all safety and regulatory standards. Supervise a team of technicians and support staff to deliver timely, cost-effective services to all user departments.

Pay Range: $72,758 - $82,243 (Depending on qualifications and experience)

Number of Direct Reports (include titles): 2 Shop Supervisors, 1 Operations Coordinator.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Fleet Maintenance Oversight: Plan, direct, and coordinate the preventive maintenance and repair of fleet vehicles and equipment ensuring timely service, minimal downtime, and adherence to maintenance schedules for all vehicles.

Workflow and Efficiency Management: Manage the work order process and shop workflow to optimize operational efficiency and vehicle uptime. Set priorities for maintenance tasks, adjust schedules as needed, and implement performance measures to ensure safe, cost-effective repairs and fleet reliability. Identify opportunities for process improvements and cost-saving initiatives while maintaining high service quality.

Team Leadership and Supervision: Supervise and lead a team of automotive technicians, mechanics, and support staff including organizing team workloads, providing training and technical guidance, conducting performance evaluations, and fostering a positive, professional work environment built on safety and accountability. Ensure that all staff follow established fleet policies and procedures and support their development through coaching and skills training.

Safety and Compliance: Develop and enforce maintenance policies and standard operating procedures in compliance with safety regulations and industry best practices. Ensure full compliance with applicable federal, state, and local regulations (e.g. OSHA workplace safety, DOT vehicle standards, EPA environmental rules) and that all maintenance activities meet or exceed established safety and quality standards. Promote a strong safety culture by conducting regular safety meetings, inspections, and training programs for staff.

Quality Control: Oversee quality control of all repair and maintenance work. Conduct inspections and audits of completed jobs to ensure work is performed to high standards and vehicles are reliable and safe for service. Analyze maintenance data and trends (breakdowns, repeat repairs, etc.) to identify issues and implement corrective actions or preventive measures for continuous improvement.

Fleet Administration and Record-Keeping: Administer the fleet management information system to track work orders, vehicle service history, fuel usage, parts inventory, and related records. Maintain accurate documentation of all fleet activities and prepare regular reports on fleet performance, maintenance costs, and compliance status for management review. Use data and metrics to make informed decisions and recommendations regarding fleet operations and asset management.

Inventory and Vendor Management: Oversee the parts and supplies inventory to ensure availability of needed automotive parts, fluids, and tools. Manage relationships with external vendors and service providers for specialty repairs, warranties, recalls, or outsourced services as needed. Negotiate and monitor service contracts and ensure cost-effective procurement of parts and equipment while maintaining appropriate stock levels.

Budget and Planning: Assist in developing and managing the fleet operations budget. Monitor expenditures for maintenance, fuel, parts, and personnel to ensure cost control and efficient use of resources. Provide input on long-term fleet planning, including vehicle replacement cycles and equipment acquisitions, by evaluating usage, lifecycle costs, and performance data. Participate in capital planning and make recommendations to optimize fleet composition and lifecycle management.

Emergency Response and Preparedness: Ensure the fleet's readiness for emergency response and critical operations. This includes organizing on-call support and being prepared to mobilize staff and resources during emergencies or inclement weather events. The Operations Manager is considered essential personnel and may be required to work extended or irregular hours to support emergency services and city operations as needed.

Policy Development and Strategic Initiatives: Develop and implement fleet policies, standard operating procedures, and initiatives aimed at improving service delivery, safety, and sustainability. Stay abreast of industry trends and emerging technologies in fleet management (such as fleet telematics, electric vehicle technology, alternative fuels, and advanced diagnostics). Lead or support projects to introduce innovations and best practices that enhance fleet efficiency, environmental sustainability, and operational excellence.

Minimum Qualifications

• Bachelor's degree in automotive technology, Business Administration, Public Administration or a related field is highly desired.

• A minimum of five (5) years of progressively responsible experience in fleet maintenance or automotive repair operations, including at least three (3) years in a supervisory or management capacity with a large fleet operation. (Candidates with an equivalent combination of education and extensive experience in fleet operations will be considered. Extensive knowledge of vehicle maintenance and repair practices for a broad range of light-duty, heavy-duty, and specialized vehicles/equipment. Demonstrated understanding of diagnostic methods, preventive maintenance schedules, automotive engineering basics, and shop safety practices.

• Strong proficiency in fleet management principles, including scheduling preventive maintenance, managing work orders, and optimizing shop workflows. Ability to use fleet management software and standard office software (e.g. MS Excel, Word, Outlook) for data tracking, analysis, and reporting.

• Proven leadership and team management skills, with the ability to supervise and motivate a diverse staff of mechanics, technicians, and support personnel. Excellent communication and interpersonal skills, including the ability to convey technical information clearly, prepare reports, and collaborate effectively with various stakeholders (from front-line technicians to department heads).

• In-depth knowledge of occupational safety regulations, fleet-related laws, and environmental standards (such as OSHA requirements, DOT regulations for commercial vehicles, EPA guidelines for fuel and waste handling, and relevant state/local vehicle codes). Ability to ensure workplace compliance and to develop procedures that meet these standards.

• Exceptional organizational and problem-solving abilities. Capacity to manage multiple priorities in a high-volume operation, make data-driven decisions, and adapt to changing demands. Strong attention to detail in record-keeping and the ability to analyze fleet performance metrics to drive improvements.
  
  Or an equivalent combination of education and experience sufficient to successfully perform the essential functions of the job.

Preferred Qualifications

Professional certifications are preferred.

• Examples include Automotive Service Excellence (ASE) certifications in automobile and heavy-truck repair (Master ASE Technician or equivalent), and/or professional fleet management certifications such as those from the American Public Works Association (APWA) or the National Association of Fleet Administrators (NAFA).

• Experience managing fleet operations in a municipal or public sector environment is advantageous. Familiarity with government procurement processes, fleet budgeting, and public sector regulations or collective bargaining agreements is a plus.

• Knowledge of specialized emergency vehicles and equipment maintenance (e.g. fire apparatus, law enforcement vehicle upfitting, refuse truck hydraulics) is beneficial. Any additional training or certifications related to fleet and equipment maintenance (such as Emergency Vehicle Technician certification, hybrid/electric vehicle maintenance training, etc.).

• Demonstrated experience implementing new technologies or process improvements in a fleet setting (for example, introducing telematics, fuel management programs, or sustainability initiatives) is a plus, showing the candidate's commitment to innovation and efficiency.

Education/ Experience:

Four-year college bachelor's degree, Automotive Technology, Business Administration, Public Administration or a related field.

Knowledge, Skills & Abilities:

• Considerable knowledge of heavy equipment and earth moving machines.

• Considerable knowledge of engineering as it relates to soils, drainage and construction.

• Considerable knowledge of survey techniques (i.e.: grades and elevations).

• Considerable knowledge of present laws and ordinances relating to solid waste collection and disposal, recycling, safety, and landfill operations.

• Skill in Microsoft Office software application programs (Word, Excel, Outlook, Published, Access, etc.).

• Ability to ensure best practice principles are adopted throughout a team of operatives.

• Ability to plan and organize and effective solid waste disposal operation.

• Ability to plan, assign and supervise assigned staff in order to maintain effective operations.

• Ability to maintain accurate records and make clear and concise reports.

Licenses and Certifications

• Valid Class C driver's license required.

• Possession of (or ability to obtain) a Commercial Driver's License (CDL) Class A or B with appropriate endorsements is a plus, in order to test drive and operate heavy vehicles and equipment if necessary.

• A satisfactory driving record is required.

Physical Requirements / Work Environment

The incumbent works in a landfill environment; frequent exposure to unpleasant environmental conditions and/or hazards. Majority of work performed outside or with exposure to risk.