Key Responsibilities and Required Skills for a Vehicle Supervisor

🎯 Role Definition

The Vehicle Supervisor is the linchpin of our daily transport operations, responsible for the direct management of our driver team and the optimal performance of our vehicle fleet. This individual ensures that all transportation activities are executed safely, on schedule, and within budget, acting as the primary point of contact for drivers and a key coordinator with maintenance, dispatch, and leadership teams. The role blends hands-on operational oversight with strategic planning to enhance efficiency, maintain regulatory compliance, and uphold our commitment to service excellence.

📈 Career Progression

Typical Career Path

Entry Point From:

Experienced Driver / Lead Driver
Fleet Coordinator
Dispatch Coordinator

Advancement To:

Transportation Manager
Fleet Manager
Logistics Operations Manager

Lateral Moves:

Safety and Compliance Specialist
Logistics Planner

Core Responsibilities

Primary Functions

Directly supervise, mentor, and coach a dedicated team of commercial and non-commercial drivers, conducting regular performance evaluations and providing ongoing constructive feedback to foster professional growth.
Develop and manage dynamic daily driver schedules and route assignments to optimize for efficiency, timeliness, and fuel consumption, making decisive real-time adjustments in response to changing conditions.
Ensure unwavering adherence to all Department of Transportation (DOT), Federal Motor Carrier Safety Administration (FMCSA), and state/local transportation regulations, including meticulous oversight of hours-of-service (HOS) logs.
Oversee the entire lifecycle of the vehicle maintenance program, coordinating with internal mechanics or external vendors to schedule preventative maintenance, annual inspections, and unscheduled repairs to minimize downtime.
Conduct prompt and thorough incident and accident investigations, meticulously documenting findings, determining root causes, and implementing robust corrective action plans to prevent future occurrences.
Strategically manage all fleet assets by diligently tracking vehicle utilization, mileage, and overall condition, providing data-driven recommendations for vehicle replacement, retirement, or departmental reallocation.
Monitor, analyze, and report on key performance indicators (KPIs) such as on-time performance, cost-per-mile, fuel efficiency, idle time, and driver safety scores to identify operational trends and opportunities for improvement.
Lead engaging daily pre-shift meetings with the driver team to effectively communicate critical safety topics, operational updates, route changes, and important company announcements.
Serve as the primary, on-call point of contact for drivers while on the road, professionally resolving any issues related to breakdowns, traffic delays, delivery discrepancies, or customer service challenges.
Administer and consistently enforce all company policies and standard operating procedures, including those related to safety protocols, professional conduct, and vehicle operation, ensuring equitable application across the entire team.
Manage the complete inventory and issuance of all vehicle-related equipment, such as telematics devices, electronic logging devices (ELDs), fuel cards, and personal protective equipment (PPE).
Review, verify, and approve driver timecards, expense reports, and other administrative paperwork, ensuring absolute accuracy and compliance with established company and legal guidelines.
Champion a deeply-rooted, safety-first culture by spearheading safety training initiatives, conducting regular vehicle safety audits, and performing driver ride-alongs and behavioral observations.
Collaborate closely and effectively with the dispatch team to guarantee seamless communication and coordination between drivers, customer service representatives, and warehouse operations.
Maintain impeccable and up-to-date records for the entire fleet, including vehicle titles, registration, insurance documentation, permits, and maintenance histories, to ensure constant audit readiness.
Evaluate and champion the implementation of new transportation technologies, such as advanced telematics, GPS tracking systems, and route optimization software, to enhance fleet efficiency and safety.
Oversee the vehicle check-in and check-out process to ensure that daily vehicle road-worthiness inspections (DVIRs) are completed accurately and that any reported defects are addressed promptly.
Manage fuel procurement and monitor consumption patterns across the fleet, implementing strategies and driver coaching to reduce fuel costs and environmental impact.
Act as a key figure in the driver disciplinary process, working in conjunction with Human Resources to address performance or conduct issues in a fair and documented manner.
Develop contingency plans for operational disruptions, such as vehicle failures, driver absenteeism, or severe weather, to ensure business continuity and service reliability.

Secondary Functions

Assist the Transportation Manager with annual budget preparation and ongoing monitoring, with a specific focus on tracking and controlling expenses related to fuel, maintenance, and driver payroll.
Actively participate in the full-cycle recruitment, interviewing, and onboarding process for new drivers, ensuring they are properly trained on company procedures and integrated into the team culture.
Generate and present clear, concise, and regular reports to senior management on fleet performance, operational challenges, and the progress of strategic improvement initiatives.
Serve as a professional liaison with key customers or clients to proactively address and definitively resolve any transportation-related service issues, concerns, or complaints.
Stay current with evolving transportation industry regulations, emerging technologies, and logistics best practices to continuously recommend and implement process improvements.
Support various cross-functional projects that involve transportation logistics, such as new site openings, changes in distribution networks, or seasonal volume surges.

Required Skills & Competencies

Hard Skills (Technical)

Deep proficiency with modern Fleet Management Software and telematics platforms (e.g., Samsara, Geotab, Verizon Connect).
Comprehensive knowledge of federal and state transportation regulations, including DOT, FMCSA, and OSHA.
Practical experience with Transportation Management Systems (TMS) and route planning/optimization software.
Strong competency in the Microsoft Office Suite (especially Excel, Word, and Outlook) for reporting, analysis, and communication.
A solid understanding of basic vehicle mechanics, preventative maintenance programs, and parts inventory.
Hands-on experience with Electronic Logging Devices (ELDs) and managing driver Hours of Service (HOS) compliance.
Ability to analyze data and KPIs to derive actionable insights for operational improvements.

Soft Skills

Exceptional Leadership and People Management: The ability to inspire, motivate, and hold a diverse team accountable.
Resilient Problem-Solving and Decision-Making: The capacity to think critically and act decisively, especially under pressure.
Clear and Effective Communication: Skill in conveying information, instructions, and feedback clearly to drivers, peers, and management.
Superior Organization and Time Management: The ability to juggle multiple competing priorities in a fast-paced environment.
Professional Conflict Resolution and De-escalation: The tact and emotional intelligence to handle disputes and difficult conversations.
Unwavering Commitment to Safety and Compliance: A non-negotiable focus on upholding the highest safety standards.

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
Transportation

Experience Requirements

Typical Experience Range:

3-5 years of progressive experience in a transportation, logistics, or fleet operations environment, with at least 1-2 years in a lead driver, dispatcher, or direct supervisory capacity.

Preferred:

A current Commercial Driver's License (CDL) is often highly preferred or required.
Prior experience supervising drivers in both union and non-union environments is a significant asset.