Our client offers comprehensive services for all aspects of vegetation management. The corporation has multiple business units with varying areas of expertise. With 30+ years in business, operations in 30+ states, and 3000 vehicular assets, our client has the experience and equipment to take on any vegetation management challenge. They apply a philosophy of excellence to every aspect of business, and take pride in making a positive difference through their work.
Role Summary
The Director of Fleet services will work mostly independently to develop, implement, maintain, and otherwise manage programs regarding the company's vehicle fleet. This will involve upholding policies and best practices for:
Centralizing purchasing of vehicles, products, supplies, and services
Vehicle financing, maintenance, telematics (tracking and diagnostics)
Inventory control
Recommending fleet appropriations
Fuel management
Driver management
Speed management
Vehicle safety and liability
Other fleet-related matters in the interest of improving efficiency, productivity, cost control, and effectiveness
This role will maintain and scale existing programs to create ROI of equipment that will double in size in the next 5+ years as our client acquires other companies. The Director of Fleet Services will evaluate the incoming needs, work to integrate new operations and acquisitions, and be able to back up their decisions to higher management levels through presentations with supporting data.
A hybrid arrangement may be possible, depending on the candidate. There may be occasional travel for equipment evaluations.
Duties, Responsibilities, and Accountabilities
Essential Functions
FLEET MANAGEMENT
Manage and maintain comprehensive fleet management program, including acquisition, maintenance, repair, replacement, and rental of fleet vehicles and equipment
Identify vehicle technological trends, forecast needs, conduct needs analyses, and conduct gap analyses to ensure the company and its personnel have the most up-to-date equipment skill sets
Plan long- and short-range goals to overcome shortages and/or better utilize excess resources
Research and develop specifications for vehicles, equipment, supplies, and materials
Monitor departments by analyzing vehicle and equipment utilization and evaluating equipment specifications
FIELD SUPPLIES PROCUREMENT
Oversee the efficient ordering, receipt, storage, and dispatch of field supplies for forestry and construction operations, including chainsaws, electrical construction tools, safety equipment, clothing, and other supplies
Keep stock control systems up to date and ensure inventories are accurate
Review and process purchase requisitions and review vendor bid responses for field supplies
LOGISTICS
Manage, assign, and track use of company vehicles
Maintain inventory system by recording all locations, expenditures, and income of each fleet vehicle and equipment item
Manage, schedule and arrange for the delivery of vehicles and equipment to all departments
PEOPLE MANAGEMENT
Recruit, select, hire and train new employees
Forecast staffing, workload, and performance results to meet business demands
Supervise and manage employees in the fleet/transportation department
Implement and maintain mechanic training and certification program
FINANCIAL MANAGEMENT
Analyze vehicles' utilization, depreciation, maintenance costs, replacement costs, and standardization, and determine best methods for replacement, acquisition, and financing of vehicles, including options
Calculate internal rates for all fleet vehicles and equipment to ensure adequate coverage of maintenance, operation and replacement costs and coordinates charge-back to corresponding business units
Create departmental, fleet expense, and capital budgets; submit to management for approval
Track actual performance versus forecasts on a monthly, quarterly, and annual basis
Report fleet expense performance regularly to management, including an annual report when submitting the coming year's budget
Conduct cost studies for fleet operation and maintenance to identify units requiring repair/replacement
Advise operating departments on equipment suitability and alternatives
Analyze departmental equipment needs by considering cost and use factors and other available information in order to advise operating departments on equipment suitability/use of alternatives
REGULATIONS AND POLICY
Develop policies designed to improve efficiency, productivity, cost control, and effectiveness for the fleet
Create/update fleet policy and procedures, including vehicle assignment, personal use, accident reporting process, and other procedures
Maintain equipment records in accordance with federal, state and local laws, policies and regulations
Ensure that all vehicles and equipment are licensed and registered as required by state and federal law
Execute company fleet policy as needed
Enforce safety practices and procedures
Support driver certification and safety programs
EQUIPMENT MAINTENANCE
Maintain and monitor preventive maintenance programs to assure cost effectiveness
Monitor scheduled maintenance programs to maintenance meets manufacturers specifications
Internal supplies, maintenance and repair
- Oversee internal garage operations
- Oversee repair and maintenance operations for all fleet vehicles and equipment
- Review/process purchase requisitions for parts and supplies
- Review vendor bid responses for tools, equipment, parts, and services
- Monitor expenditures
- Prepare the annual bid list for parts and supplies
External maintenance and repair
- Determine which fleet processes should be outsourced, and to which suppliers
- Negotiate and establish repair costs or parts pricing with third party vendors
- Negotiate strict servicing time limits and priority repair schedules with third party vendors
- Train field managers in using the supplier programs
FUEL PURCHASE
Streamline and monitor fuel purchase system for all vehicles, equipment, and drivers
Oversee proper use of fuel cards
VEHICLE AND EQUIPMENT PURCHASES AND DISPOSALS
Work with Purchasing Department to issue requests, participate in evaluation of responses, and make recommendations on award of purchases, including cooperative purchasing options
Enforce specifications in vehicle acquisitions
Oversee the sale of vehicles and equipment via wholesale or auction
FLEET DATA SYSTEMS OPERATION, REPORTING, AND MAINTENANCE
Make recommendations on systems to manage fleet data
Develop, run, and analyze productivity and operational reports
Use telematics/GPS systems to track, analyze, and report on fleet inventory, fuel, drivers, speed, and maintenance operations for cost effectiveness
SAFETY/RISK MANAGEMENT
Enforce procedures to assure highest standards of risk management, employee safety, and risk avoidance
Monitor and track vehicle damage and report to risk management to verify that accidents were reported
Participate in Safety Committee meetings and make recommendations on best safety practices
SPECIAL PROJECTS
Develop and implement special projects as assigned by Executive Management
Provide and present supporting documentation regarding financial viability, economic feasibility, and implementation schedule of proposed projects
Secondary Duties:
Report for work outside of normal work hours for emergency operations
Potentially fill in for direct supervisor or subordinate when that person is absent
Assist Purchasing Department with some vendor contracts and some purchasing
Supervision Exercised
Make hiring and promotion decisions
Outline methods
Instruct and trains employees
Direct work in progress
Schedule work
Check or inspects completed work
Assign duties
Approve work
Plan and set work priorities
Prepare performance appraisals
Balance work among employees
Take disciplinary action
Qualifications / Skills
Dealbreaker
Indiana driver's license applicable to job responsibilities, with a good driving record acceptable to the company
Authorized to work in the US without needing visa sponsorship at any time
Core
Any combination of experience and training which provides knowledge, skills, and abilities equivalent to:
Bachelor's degree in business, public administration, finance, transportation management, or directly related field
3-10 years of experience in utility/industrial vehicle fleet management operations/analysis
Strong understanding and experience with federal DOT
Bonus
CAFM (Certified Automotive Fleet Manager)
CPFP (Certified Public Fleet Professional)
CEM (Certified Equipment Manager)
Benefits/Perks
Medical, dental, vision, and disability insurances
Commuter benefits
Paid maternity leave
401(k)
Hiring Process
Application
Go over provided resources in preparation for interview with recruiter