Key Responsibilities and Required Skills for a Fleet Supervisor Assistant

🎯 Role Definition

The Fleet Supervisor Assistant is a critical support role at the heart of our transportation operations. You will act as the organizational backbone for the Fleet Supervisor, ensuring the seamless day-to-day management of our vehicle fleet and driving team. This position involves a dynamic blend of administrative prowess, driver communication, and operational coordination. The ideal candidate is a detail-oriented problem-solver who thrives in a fast-paced environment, dedicated to maintaining safety, compliance, and efficiency across all fleet activities, from vehicle maintenance scheduling and regulatory compliance to driver support and route coordination.

📈 Career Progression

Typical Career Path

Entry Point From:

Fleet Administrator
Dispatcher / Dispatch Assistant
Logistics Coordinator
Transportation Clerk

Advancement To:

Fleet Supervisor
Fleet Manager
Logistics Manager
Operations Supervisor

Lateral Moves:

Transportation Coordinator
Safety Coordinator
Operations Analyst

Core Responsibilities

Primary Functions

Act as the primary point of contact for drivers, professionally addressing inquiries, resolving on-road issues, and communicating dispatch assignments and schedule changes effectively.
Meticulously maintain and update all fleet-related documentation, including vehicle registrations, insurance certificates, maintenance records, and DOT/FMCSA compliance files.
Coordinate and schedule routine preventative maintenance, annual inspections, and necessary repairs for all fleet vehicles to minimize downtime and ensure operational readiness.
Monitor vehicle and driver performance using GPS tracking systems and fleet management software, generating reports on fuel consumption, mileage, idle time, and safety incidents.
Assist in the comprehensive onboarding process for new drivers, ensuring they complete all required paperwork, training modules, and are properly equipped for their roles.
Process and manage all documentation related to vehicle accidents and incidents, including gathering driver statements, filing initial insurance claims, and coordinating repairs.
Manage the fleet's fuel card program, including card issuance, PIN management, monitoring usage for anomalies, and reconciling monthly statements.
Support the Fleet Supervisor in planning and optimizing daily and weekly routes to improve efficiency, reduce operational costs, and ensure on-time delivery promises are met.
Conduct regular audits of driver logs (ELDs), vehicle inspection reports (DVIRs), and other compliance documents to ensure adherence to company policies and federal regulations.
Liaise with external vendors, including repair shops, parts suppliers, and towing services, to negotiate pricing, schedule services, and process invoices for payment.
Prepare and distribute detailed daily, weekly, and monthly operational reports for management, highlighting key performance indicators (KPIs) and areas for improvement.
Monitor and manage the inventory of spare parts, tires, and other essential vehicle supplies, placing orders as needed to maintain adequate stock levels.
Assist in the acquisition and disposal of fleet vehicles, handling all associated administrative paperwork, title transfers, and logistical arrangements.
Administer the fleet's tolling transponders and accounts, ensuring all units are active and properly assigned, and resolving any billing discrepancies.
Support the implementation and driver training of new fleet technologies, such as telematics systems, onboard cameras, and mobile applications.
Ensure all vehicles are equipped with required safety equipment, such as fire extinguishers, first aid kits, and emergency triangles, and that they are in good working order.
Track and manage vehicle licensing, permitting, and IFTA (International Fuel Tax Agreement) requirements to ensure all units are legally compliant for interstate travel.
Provide high-level administrative support to the Fleet Supervisor, including managing calendars, scheduling meetings, preparing presentations, and handling correspondence.
Review and verify driver expense reports and per diems, ensuring they align with company policy and have the necessary supporting documentation.
Participate in safety meetings and contribute to the development and enforcement of fleet safety policies and procedures to foster a strong culture of safety.
Coordinate the rental of supplemental vehicles as needed to cover for units out of service for maintenance or to meet seasonal demand spikes.
Manage the key control system for all fleet vehicles, ensuring proper check-in/check-out procedures are followed and documenting all key movements.

Secondary Functions

Assist with the preparation of the annual fleet budget by providing data on maintenance costs, fuel expenses, and capital expenditures.
Participate in incident review committees to analyze accidents and safety violations, and recommend corrective actions.
Support other departments, such as Human Resources and Finance, with fleet-related data and documentation requests.
Cross-train in dispatching duties to provide coverage during absences or periods of high volume.

Required Skills & Competencies

Hard Skills (Technical)

Proficiency in Fleet Management Software (e.g., Samsara, Geotab, KeepTruckin', Verizon Connect).
Advanced skills in Microsoft Office Suite, particularly Excel for data analysis, tracking, and reporting.
Working knowledge of Department of Transportation (DOT) and Federal Motor Carrier Safety Administration (FMCSA) regulations.
Strong aptitude for using GPS tracking systems and telematics data to monitor fleet performance and driver behavior.
Experience with Electronic Logging Devices (ELDs) and managing Hours of Service (HOS) compliance.
Jake. Familiarity with processing vehicle maintenance work orders and managing a basic parts inventory.

Soft Skills

Exceptional communication and interpersonal skills for clear and professional interaction with drivers, vendors, and internal teams.
Excellent organizational skills and a high degree of attention to detail for managing complex records and schedules.
Strong problem-solving abilities to address unexpected logistical challenges, vehicle breakdowns, and driver issues promptly.
Ability to multitask and prioritize effectively in a fast-paced, dynamic operational environment.
Proactive and self-motivated mindset with the ability to work independently with minimal supervision.
A calm and composed demeanor, especially when handling stressful situations like accidents or urgent dispatch changes.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent.

Preferred Education:

Associate's or Bachelor's Degree.

Relevant Fields of Study:

Logistics & Supply Chain Management
Business Administration
Operations Management

Experience Requirements

Typical Experience Range:

1-3 years of experience in a transportation, logistics, or fleet operations support role.

Preferred:

Direct experience in a role involving driver communication, vehicle maintenance scheduling, or DOT compliance is highly desirable. Experience in a commercial trucking or last-mile delivery environment is a plus.