Key Responsibilities and Required Skills for Fleet Maintenance Manager

🎯 Role Definition

The Fleet Maintenance Manager is the cornerstone of our operational reliability, responsible for the strategic oversight and hands-on management of all maintenance and repair activities for our diverse fleet of vehicles. This role involves leading a team of technicians, managing budgets, ensuring stringent regulatory compliance (DOT, OSHA), and implementing best-in-class preventative maintenance programs. You will be instrumental in maximizing fleet uptime, controlling operational costs, and fostering a culture of safety and excellence within the maintenance department. Your expertise will directly impact our ability to deliver on our promises to our customers.

📈 Career Progression

Typical Career Path

Entry Point From:

Senior Fleet Technician
Maintenance Supervisor
Lead Diesel Mechanic
Assistant Fleet Manager

Advancement To:

Director of Fleet Operations
Regional Maintenance Manager
Director of Logistics

Lateral Moves:

Operations Manager
Safety & Compliance Manager

Core Responsibilities

Primary Functions

Direct and oversee the complete lifecycle of fleet maintenance operations, from preventative maintenance scheduling to emergency repairs, to maximize vehicle uptime and reliability.
Develop, implement, and continuously refine a comprehensive preventative maintenance (PM) program to reduce unforeseen breakdowns and extend the lifespan of all fleet assets.
Lead, mentor, and manage a team of skilled maintenance technicians, fostering a culture of safety, accountability, and professional growth through regular coaching and performance evaluations.
Ensure absolute compliance with all Department of Transportation (DOT), OSHA, EPA, and other federal, state, and local regulations pertaining to vehicle maintenance and shop safety.
Manage the full maintenance budget, including forecasting expenses, tracking spending, and implementing cost-control initiatives without compromising safety or quality.
Analyze fleet performance data and key metrics, such as cost-per-mile, fuel efficiency, and repair turnaround times, to identify trends and drive data-informed decisions.
Cultivate and manage strategic relationships with parts suppliers, third-party repair vendors, and service providers, negotiating contracts to ensure cost-effectiveness and quality service.
Oversee the procurement of new vehicles and the strategic disposal of end-of-life assets, working with senior leadership to maintain a modern and efficient fleet.
Champion and enforce rigorous safety protocols and procedures within the maintenance facility and for all road-side repairs, leading incident investigations and corrective actions.
Direct the management of a robust parts and supplies inventory, optimizing stock levels to ensure parts availability while minimizing carrying costs and obsolescence.
Create and manage work schedules for the maintenance team, prioritizing repair orders and delegating tasks effectively to meet operational demands and deadlines.
Spearhead the recruitment, hiring, onboarding, and continuous training of all maintenance department personnel to build and retain a high-performing team.
Leverage and master fleet management software (FMS) to track vehicle history, monitor diagnostics, manage work orders, and generate detailed operational reports.
Act as the primary technical expert and resource for diagnosing complex and unusual mechanical, electrical, and hydraulic issues across a diverse range of vehicles.
Prepare and present regular, detailed reports on fleet status, maintenance costs, team productivity, and compliance to senior management and key stakeholders.
Coordinate with the operations and dispatch departments to schedule vehicle downtime for maintenance in a way that minimizes disruption to business activities.
Develop and manage the facility's maintenance plan, ensuring all shop equipment, tools, and the physical workspace are safe, clean, and in proper working order.
Conduct regular shop audits and vehicle inspections to ensure adherence to company standards and regulatory requirements, documenting findings and tracking corrective actions.
Drive continuous improvement initiatives within the maintenance department, exploring new technologies, tools, and processes to enhance efficiency and effectiveness.
Manage warranty claim administration, ensuring all eligible repairs are submitted correctly and credits are received from manufacturers and vendors.
Establish and monitor a comprehensive tire management program, focusing on purchasing, retreading, and tracking to optimize tire life and reduce overall costs.
Respond to and manage after-hours emergencies and critical breakdowns, providing direction to technicians and coordinating resources to resolve issues swiftly.

Secondary Functions

Support operational teams with ad-hoc analysis and reporting on fleet performance and maintenance trends.
Contribute to the company's broader logistics and supply chain strategy by providing insights on fleet capabilities and capital planning.
Collaborate with the Safety and Compliance department to develop and implement driver training programs related to pre-trip inspections and vehicle care.
Participate in cross-functional project teams focused on improving overall operational efficiency and cost reduction.

Required Skills & Competencies

Hard Skills (Technical)

Deep technical knowledge of diesel engines, heavy-duty truck and trailer systems, hydraulics, and diagnostics.
Proficiency in using Fleet Management Software (e.g., Dossier, TMT, Samsara, Geotab) for work order management, analytics, and reporting.
Expert-level understanding of federal and state regulations, including DOT, FMCSA, EPA, and OSHA standards.
Strong financial acumen with experience in budget creation, expense tracking, P&L management, and cost analysis.
ASE Master Truck Technician or similar certifications are highly desirable.
Experience with inventory management systems and parts procurement processes.

Soft Skills

Exceptional leadership and team management abilities, with a proven track record of mentoring and developing technicians.
Superior problem-solving and critical-thinking skills to diagnose and resolve complex mechanical and operational challenges.
Excellent verbal and written communication skills for interacting with technicians, senior management, and external vendors.
Strong negotiation skills for managing vendor contracts and parts purchasing.
High level of organization and time management to effectively prioritize tasks in a fast-paced environment.
A steadfast commitment to safety, promoting a culture of safety-first in all shop activities.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED.

Preferred Education:

Bachelor's or Associate's Degree in a relevant field.

Relevant Fields of Study:

Automotive Technology
Diesel Technology
Business Administration
Logistics Management

Experience Requirements

Typical Experience Range:

5-7 years of progressive experience in fleet maintenance, with at least 2-3 years in a supervisory or management role.

Preferred:

7+ years of experience managing a large, diverse fleet (e.g., Class 8 tractors, trailers, vocational trucks) in a high-volume environment. Experience managing a multi-shift, 24/7 maintenance operation is a significant plus.