Director of Fleet - Accounting

Bay Cove Human Services, Inc.•Boston, MA

18h•$95,000 - $100,000•Onsite

About The Position

Bay Cove Human Services’ mission is to partner with people to overcome challenges and realize personal potential. Bay Cove pursues this mission by providing individualized and compassionate services to people facing the challenges associated with developmental disabilities, mental illness, substance use disorders, and homelessness at more than 175 program sites throughout Greater Boston and Southeastern Massachusetts. Position Summary The Director of Fleet is responsible for the strategic oversight, operational efficiency, and regulatory compliance of the organization’s entire vehicle fleet (including a diverse mix of owned and leased cars, minivans, and specialized accessible vehicles). Serving a $185M+ nonprofit with extensive community-based programming, this role ensures that program staff have safe, reliable, and cost-effective transportation to support our clients. The ideal candidate will blend strong vendor management skills (leasing companies, maintenance shops) with a data-driven approach to budgeting, safety asset management, and lifecycle tracking.

Requirements

Bachelor’s degree in Business Administration, Logistics, Supply Chain Management, or a related field (equivalent experience will be considered).
7+ years of progressive experience in commercial or large-scale organizational fleet management.
Proven experience managing a fleet of at least 100+ vehicles spread across multiple operating locations.
Proficiency using modern fleet tracking platforms (e.g., Geotab, Samsara, Fleetio) and telematics systems.
Strong proficiency in Microsoft Excel for tracking vehicle depreciation, mileage trends, and cost-per-mile metrics.
Deep understanding of state motor vehicle laws, registration processes, and commercial/non-profit insurance workflows.
Strong contract negotiation skills with the ability to hold leasing companies and repair shops accountable to SLAs.
Ability to manage logistics across dozens of decentralized program locations simultaneously.
Exceptional communication skills to work effectively with both executive leadership and on-the-ground program staff who rely on these vehicles daily.
Candidates must be authorized to work in the United States.

Nice To Haves

Nonprofit or human services environment experience is a major plus.

Responsibilities

Manage relationships with Fleet Management Companies (FMCs) and leasing partners. Regularly analyze the financial benefits of leasing versus purchasing vehicles to optimize capital allocation.
Direct the procurement of new vehicles, upfitting (e.g., wheelchair lifts, safety cages), and the decommissioning/remarketing of retired assets to maximize resale value.
Maintain a flawless centralized inventory database tracking vehicle locations, assigned programs, titles, registrations, and EZ-Pass/toll management.
Oversee the annual fleet operating budget (fuel, maintenance, leasing fees, insurance).
Design and manage systems to accurately allocate vehicle costs, lease payments, and fuel expenses back to the specific program budgets and funding streams.
Administer the corporate fuel card program, monitoring usage patterns to detect and mitigate fraud or waste.
Establish and enforce routine maintenance schedules across all geography/sites to minimize vehicle downtime and ensure staff and client safety.
Ensure all vehicles pass required state inspections, environmental emissions tests, and department of transportation (DOT) regulations if applicable.
Serve as the primary point of contact for vehicle accidents. Partner with Risk Management/HR to process insurance claims, coordinate repairs, and review telematics/driving data to improve driver safety standards.
Negotiate and manage contracts with national and local maintenance shops, tire vendors, and fuel providers to secure preferred nonprofit pricing.
Act as a responsive customer-service partner to Program Directors, resolving vehicle shortages, arranging temporary rentals, and tracking routine maintenance disruptions.