Fleet Manager

Position Summary

The Fleet Manager has overall responsibility and ownership of ABLe Communications' vehicle fleet program, including fleet administration, acquisition and disposal, leasing, maintenance, utilization, financial performance, safety coordination, compliance, telematics, fuel management and lifecycle planning.

The Fleet Manager is responsible for a fleet of more than 100 company vehicles consisting of both company-owned and leased vehicles and serves as ABLe's primary point of contact for fleet vendors, leasing partners, employees, management, insurance providers and other parties involved in fleet operations.

This is a management and financial accountability position—not solely an administrative fleet position. The Fleet Manager is expected to understand what ABLe's fleet costs, how individual vehicles are being utilized, when vehicles should be replaced, and whether purchasing, leasing or retaining vehicles provides the best financial and operational outcome for the company.

The position works closely with Finance, Operations, Safety and Human Resources to ensure ABLe's fleet supports field operations while maintaining appropriate financial controls.

Principal Accountabilities

Fleet Management & Administration

• Maintain a complete and accurate master inventory of all company-owned and leased vehicles.
• Maintain vehicle records, including VIN, license plate, registration, title, assigned employee, department, location, acquisition date, mileage, lease terms, maintenance history, insurance information, and vehicle status.
• Maintain accountability for all vehicles, including assigned, available, in-repair, ordered, pending disposal, and other applicable status categories.
• Coordinate vehicle assignments, transfers, and returns.
• Maintain documentation for employee receipt and return of vehicles, keys, fuel cards, toll tags, and related company property.
• Coordinate vehicle registrations, inspections, renewals, titles, and license plates.
• Maintain complete and accurate electronic fleet records and supporting documentation.

Financial Management & Accountability

• Develop and manage the annual fleet operating and capital budget.
• Monitor total fleet costs and cost by vehicle.
• Track maintenance, repair, fuel, lease, insurance, registration, toll, telematics, and other fleet-related expenses.
• Identify vehicles with excessive maintenance or operating costs.
• Identify underutilized or unnecessary vehicles.
• Develop recommendations to reduce fleet operating costs.
• Assist Finance with forecasting fleet capital requirements.
• Review fleet-related invoices for accuracy and reasonableness prior to approval.
• Maintain appropriate controls over fleet-related expenditures.
• Provide Finance with documentation required for fixed-asset additions, transfers, and disposals.
• Analyze fleet financial and operational data and communicate significant cost trends, variances, and recommended actions to management.

Vehicle Lifecycle Management

• Develop and maintain a formal vehicle lifecycle and replacement program.
• Evaluate vehicles based on age, mileage, maintenance history, repair costs, reliability, utilization, expected resale value, operational requirements, and total cost of continued ownership.
• Maintain a rolling 12-, 24-, and 36-month vehicle replacement forecast.
• Recommend vehicle replacement based on financial and operational considerations rather than age or mileage alone.
• Identify opportunities to extend vehicle life when continued ownership is financially and operationally appropriate.

Purchase, Lease & Acquisition Management

• Evaluate whether vehicles should be purchased, leased, or retained based on total lifecycle cost and operational requirements.
• Consider acquisition price, lease terms, financing costs, expected ownership period, maintenance costs, mileage, resale value, cash requirements, and operational needs.
• Coordinate approved vehicle purchases and lease orders.
• Manage relationships with Enterprise Fleet Management and other fleet vendors.
• Coordinate vehicle ordering, delivery, and preparation.
• Coordinate vehicle upfitting, including racks, toolboxes, graphics, GPS equipment, and other required equipment.
• Ensure vehicles are properly documented and prepared before assignment.
• Provide management with recommendations before significant fleet acquisitions.

Vehicle Disposal

• Coordinate lease returns.
• Coordinate the sale, trade-in, or other approved disposition of company-owned vehicles.
• Obtain competitive market information when appropriate to maximize disposal proceeds.
• Coordinate vehicle preparation and documentation for disposition.
• Provide Finance with complete acquisition and disposition documentation.

Maintenance & Repairs

• Develop and administer a preventive maintenance program.
• Monitor mileage and required maintenance intervals.
• Coordinate routine maintenance, repairs, tires, and other vehicle services.
• Review significant repair estimates before authorization.
• Review repair invoices for accuracy and reasonableness.
• Identify recurring mechanical issues and trends.
• Identify vehicles where repair costs or reliability indicate replacement should be considered.
• Minimize vehicle downtime and coordinate temporary or replacement vehicles when necessary.
• Maintain qualified, reliable, and cost-effective repair vendors.

Fleet Utilization

• Regularly evaluate vehicle utilization across the organization.
• Identify low-mileage, unassigned, underutilized, or inactive vehicles.
• Identify departments with excess or insufficient vehicles.
• Recommend vehicle reassignment when appropriate before additional vehicles are purchased or leased.
• Use fleet utilization data to support acquisition, replacement, and disposal decisions.

Fuel & Toll Management

• Administer company fuel-card programs.
• Issue, maintain, and cancel fuel cards as appropriate.
• Monitor fuel transactions for unusual or unauthorized activity.
• Analyze fuel consumption and identify exceptions.
• Investigate fuel-related discrepancies.
• Administer toll tags and toll accounts.
• Reconcile fuel cards and toll tags to vehicle assignments.
• Identify opportunities to reduce fuel and toll expenses.

GPS & Telematics

• Administer ABLe's GPS and telematics platform.
• Maintain accurate vehicle and employee assignments within the system.
• Ensure telematics equipment is properly installed and functioning.
• Monitor mileage, utilization, and other available fleet data.
• Produce fleet utilization and exception reports.
• Identify unusual activity or data exceptions.