Key Responsibilities and Required Skills for Fleet Operations Executive

🎯 Role Definition

We are on the hunt for a highly motivated and strategic Fleet Operations Executive to join our dynamic operations team. In this pivotal role, you will be the central nervous system of our entire vehicle fleet, responsible for ensuring every asset is safe, compliant, and operating at peak efficiency. You will spearhead initiatives to optimize costs, enhance driver performance, and implement cutting-edge fleet technologies. This isn't just about managing vehicles; it's about driving the logistical backbone of our company forward, directly impacting our bottom line and customer satisfaction. If you are a data-driven problem-solver with a passion for logistics and a knack for juggling multiple priorities, we want to talk to you!

📈 Career Progression

Typical Career Path

Entry Point From:

Fleet Coordinator / Specialist
Logistics Analyst
Operations Coordinator
Dispatch Supervisor

Advancement To:

Fleet Operations Manager
Director of Transportation
Head of Logistics
Regional Operations Manager

Lateral Moves:

Supply Chain Manager
Logistics Planner
Procurement Manager

Core Responsibilities

Primary Functions

Oversee the entire vehicle lifecycle from procurement and onboarding to maintenance, repair, and strategic disposal to maximize total cost of ownership and fleet value.
Develop, implement, and rigorously manage comprehensive preventative maintenance schedules and corrective repair programs to ensure maximum vehicle uptime, safety, and reliability.
Champion the use of telematics systems (GPS, ELDs) to monitor vehicle performance, driver behavior, fuel consumption, and route efficiency, translating raw data into actionable insights.
Ensure unwavering compliance with all Department of Transportation (DOT), Federal Motor Carrier Safety Administration (FMCSA), and other local, state, and federal regulations.
Manage all aspects of fleet administration, including vehicle registration, titling, insurance, and permits, maintaining meticulous and audit-ready records.
Lead negotiations with vendors, suppliers, and service providers (e.g., leasing companies, repair shops, fuel card programs) to secure advantageous pricing and service level agreements.
Develop and manage the annual fleet operations budget, meticulously tracking expenditures, forecasting costs, and identifying opportunities for significant cost savings.
Implement and continuously improve a robust driver safety program, encompassing training, performance monitoring, accident investigation, and post-incident reporting and analysis.
Strategically plan and optimize vehicle routing and dispatching operations to reduce mileage, cut fuel costs, and improve on-time delivery performance.
Manage the company's fuel program, analyzing consumption patterns, negotiating with fuel suppliers, and implementing strategies to mitigate fuel price volatility.
Conduct regular audits of fleet operations, maintenance records, and driver logs to ensure adherence to company policies and regulatory standards.
Evaluate, recommend, and lead the implementation of new fleet management software and technologies to drive efficiency, automation, and innovation.
Supervise and coordinate the activities of drivers and support staff, providing clear direction, performance feedback, and professional development.
Serve as the primary point of contact for all fleet-related incidents, accidents, and emergencies, coordinating response and resolution in a timely and effective manner.
Generate and present detailed performance reports, dashboards, and KPIs to senior leadership, clearly communicating operational health, financial performance, and strategic recommendations.

Secondary Functions

Collaborate closely with cross-functional departments, including Finance, HR, and Safety, to ensure fleet strategy is aligned with broader organizational goals.
Research and analyze the feasibility and impact of transitioning to alternative fuel vehicles, including electric vehicles (EVs), developing a long-term strategic roadmap.
Manage relationships with vehicle manufacturers and leasing partners to stay informed about new models, technologies, and purchasing programs.
Develop and maintain a network of reliable third-party maintenance and repair vendors across all operational territories.
Assist in the development and refinement of company-wide policies and standard operating procedures (SOPs) related to vehicle use and driver conduct.
Support ad-hoc data requests and perform exploratory analysis to uncover hidden operational inefficiencies or opportunities.
Participate in industry associations and workshops to stay current on best practices, emerging trends, and regulatory changes in fleet management.

Required Skills & Competencies

Hard Skills (Technical)

Fleet Management Software Proficiency: Hands-on experience with modern fleet management platforms like Geotab, Samsara, Fleetio, or similar systems.
Regulatory Knowledge: In-depth understanding of DOT, FMCSA, IFTA, and other relevant transportation regulations.
Data Analysis & Reporting: Strong ability to analyze complex datasets and create insightful reports using tools like MS Excel (PivotTables, VLOOKUPs) and BI software (Tableau, Power BI).
Budgeting & Financial Acumen: Proven experience in creating, managing, and reporting on departmental budgets and financial performance.
Vendor & Contract Management: Skill in negotiating contracts, managing vendor relationships, and evaluating service level agreements (SLAs).
Vehicle Lifecycle Management: Knowledge of vehicle acquisition, maintenance cycles, and remarketing/disposal strategies.
Telematics & GPS Systems: Expertise in leveraging telematics data for operational improvement, driver coaching, and asset tracking.

Soft Skills

Problem-Solving: Exceptional analytical and critical-thinking skills to diagnose issues and develop effective, data-driven solutions.
Organizational Prowess: Superior ability to manage multiple complex tasks, projects, and priorities simultaneously with meticulous attention to detail.
Communication & Interpersonal Skills: Excellent verbal and written communication skills, with the ability to effectively interact with drivers, vendors, and senior leadership.
Negotiation Skills: Strong ability to negotiate effectively with external partners to achieve favorable outcomes for the company.
Leadership & Influence: The capacity to lead, mentor, and motivate a team, as well as influence decision-making across departments.

Education & Experience

Educational Background

Minimum Education:

Bachelor's degree in a relevant field or equivalent professional experience in fleet or logistics management.

Preferred Education:

Bachelor’s or Master’s Degree in a relevant field.
Certifications such as Certified Automotive Fleet Manager (CAFM) are a significant plus.

Relevant Fields of Study:

Supply Chain Management
Logistics & Transportation
Business Administration
Operations Management

Experience Requirements

Typical Experience Range:

3-7 years of direct experience in fleet management, transportation logistics, or a closely related operations role.

Preferred:

Experience managing a diverse fleet (e.g., light-duty vehicles, heavy-duty trucks) of 100+ units.
Demonstrable track record of achieving cost reductions and efficiency improvements in a fleet environment.
Experience with electric vehicle (EV) fleet integration and charging infrastructure management.