Fleet Manager

Overview   Reports To Director of Fleet & Logistics Direct Reports Lead Mechanic (L02), Class-A Driver (L01) Department Fleet & Logistics Level L04 — Middle Management Ops Location Allentown Service Center (HQ); national travel required Classification Full-Time, Exempt Comp Structure Salary + Performance Bonus System of Record OMNIA — Fleet & Inventory Module Languages English required; fluent Spanish highly beneficial

Role Summary

The Fleet Manager runs the day-to-day operations of East Coast Facilities' national fleet of heavy equipment, trucks, vehicles, and small motor equipment across all branches. The role owns fleet readiness, maintenance coordination, DOT and multi-state regulatory compliance, telematics program operation, and direct leadership of mechanics and drivers. The Fleet Manager is accountable for the fleet being available, safe, compliant, and ready to perform — particularly during snow operations.

 

Why This Role Exists

ECF operates a large, distributed fleet that is the primary execution asset for snow and landscape service delivery. Fleet downtime, compliance failures, or readiness gaps directly translate to missed service events, customer impact, and unsafe conditions. This role exists to centralize operational accountability for the fleet — replacing branch-by-branch ad-hoc fleet management with a coordinated, standards-based program that keeps every unit available, compliant, and operating at expected cost.

 

System Context: OMNIA & Samsara

System Role in This Position OMNIA — Fleet & Inventory Module System of record for all fleet assets, maintenance history, lifecycle tracking, costs, and assignments. All fleet activity is logged in OMNIA. Samsara Telematics platform of record. The Fleet Manager operates Samsara for vehicle tracking, driver behavior monitoring, utilization analysis, hours-of-service compliance support, and equipment location visibility.

Core Responsibilities

1. Fleet Operations Management

• Run daily operations of the national fleet across all branches; ensure efficient allocation and deployment
• Develop and execute fleet operating policies, procedures, and standards
• Maintain fleet inventory accuracy in OMNIA — locations, assignments, status, condition
• Coordinate with branch leadership and operations teams on fleet requirements
• Operate within the financing cascade and capital plan set by the Director

2. Maintenance & Repair Coordination

• Schedule and coordinate preventive maintenance and repair across the fleet
• Manage vendor relationships for parts, service, and outside repair work (excluding strategic OEM relationships, which are Director-owned)
• Direct the Lead Mechanic on in-house repair work, scheduling, and quality
• Enforce maintenance standards and ensure all activity is logged in Samsara
• Authorize routine maintenance and repair within defined approval limits

3. DOT / FMCSA Compliance

• Own Driver Qualification File (DQF) program for all CDL drivers
• Operate the Hours of Service (HOS) compliance program via Samsara
• Operate the company drug and alcohol testing program in coordination with HR
• Monitor and manage CSA scores; coordinate corrective action where needed
• Maintain vehicle inspection program (DVIRs, annual inspections)
• Ensure DOT audit readiness at all times

4. Multi-State Registrations & Fuel Tax

• File and maintain IFTA (International Fuel Tax Agreement) quarterly returns
• Maintain IRP (International Registration Plan) apportioned registrations
• Manage state-specific licensing, permits, and titling requirements across all jurisdictions
• Coordinate with finance on related cost capture and reporting

5. Telematics & GPS Program

• Operate Samsara as the company's telematics platform
• Monitor driver behavior data (speeding, harsh events, idling); coordinate coaching with branch leadership
• Track equipment utilization; identify under-utilized and over-utilized assets
• Use telematics data to inform maintenance, deployment, and operational decisions

6. Fleet Safety Program

• Implement and monitor the fleet safety program in coordination with EHS
• Ensure adherence to safety regulations, policies, and procedures across all fleet activities
• Coordinate with EHS on incident reporting and root cause input (incident investigation lead is Director-owned)
• Support pre-trip and post-trip inspection compliance

7. Snow Operations Fleet Readiness

• Own fleet readiness for snow season — pre-season prep, equipment commissioning, plow and spreader installation cycles
• Coordinate with Operations on emergency event support and rapid response
• Manage salt and de-icing chemical corrosion exposure (wash cycles, undercarriage protection)
• Ensure all snow-deployed equipment is operational, fueled, and ready in advance of events
• Provide on-call support during active snow events

8. Cost Discipline & Fuel Program

• Operate within the fleet budget set by Finance — maintenance, repair, fuel, registrations, and telematics
• Align spending decisions to requests and direction provided by Finance
• Operate the company fuel card program; monitor for anomalies and theft
• Track fuel cost trends and report variances to Finance
• Provide actual cost data and operational input to Finance to support forecasting and budget development (Finance owns the budget)

9. Life Cycle Analysis

• Conduct ongoing life cycle analysis on fleet assets — utilization, maintenance cost, downtime, age
• Recommend replacement timing to the Director (replacement and disposition decisions are Director-owned)
• Maintain accurate asset records in OMNIA to support analysis

10. Team Leadership

• Directly lead Lead Mechanic and Class-A Driver direct reports
• Set performance expectations and conduct regular check-ins
• Coordinate functionally with branch-level fleet and shop personnel
• Foster a culture of accountability, safety, and continuous improvement

11. OMNIA System Operations

• Operate the OMNIA Fleet & Inventory Module as the primary user
• Maintain data accuracy across all fleet records, maintenance logs, and lifecycle entries
• Provide feedback to internal development on module enhancements

Qualifications

Required

1. Minimum 8 years of fleet management experience
2. Demonstrated experience managing a fleet of 1,000+ units
3. DOT / FMCSA compliance ownership experience, including DQF, HOS, and CSA score management
4. Multi-state operations experience (IFTA, IRP, state registrations)
5. Hands-on experience with a major telematics platform (Samsara preferred)
6. Strong analytical and budgeting capability
7. Excellent communication and leadership skills
8. Valid driver's license with clean driving record
9. Able to pass pre-employment drug screen and criminal background check

Preferred

1. Bachelor's degree in Logistics, Business Administration, or related field
2. Industry experience in services, facilities, construction, or landscape
3. Snow operations exposure
4. NAFA Certified Automotive Fleet Manager (CAFM), APWA fleet certification, or equivalent
5. Direct experience operating an enterprise fleet ERP module (OMNIA, AssetWorks, RTA, or similar)
6. Spanish fluency (spoken and written)

Winter Season Operations

All ECF employees, including the Fleet Manager, are expected to participate in snow operations as needed and at management's direction. This aligns with ECF's all-hands policy, which supplements dedicated snow operations roles with additional bandwidth during severe winter events. For the Fleet Manager specifically, this typically involves coordinating fleet readiness, managing emergency repair response, and supporting equipment availability throughout active events.

 

Work Conditions

Travel

National travel required across all ECF service centers. Frequency varies with operational need — generally 25–40% travel, with higher concentration during snow season pre-readiness, equipment deployment cycles, and DOT/compliance reviews. Air travel will be regular.

Physical Demands

Extended periods of standing, walking, sitting, and driving. Must occasionally lift up to 60 lbs. Work may occur in shops, branch yards, outdoor environments, and variable weather conditions. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Long working hours required for emergency response and winter weather storm management.

Schedule

Standard business hours with on-call availability during snow events and operational emergencies. Some evening and weekend work required during peak season.

Security

Employees must remain drug-free and pass security background checks meeting ECF underwriting standards. A valid driver's license in good standing is required throughout employment.

The above describes the general nature and level of work expected in this role. It is not an exhaustive list of all responsibilities, duties, or skills. East Coast Facilities, Inc. reserves the right to modify this job description at any time.