Fleet and Asset Manager

The Hatch Group, Inc.•Plainville, MA

2d•$75,000 - $90,000•Onsite

About The Position

The Fleet & Asset Manager is responsible for the day-to-day coordination, tracking, maintenance scheduling, documentation, and administrative management of The Hatch Group's vehicles and heavy equipment across its companies. The company currently manages approximately 125 fleet and equipment assets, increasing to approximately 200 during seasonal winter operations. This role is the primary point of accountability for fleet administration, ensuring assets are documented, insured, registered, maintained, tracked, and available to support field operations. Working with operations, the lead mechanic, scheduling, vendors, insurance providers, and leadership, the manager coordinates vehicle and equipment assignments, seasonal leasing, maintenance, accident and claims administration, vendor services, safety, and fleet expense reporting. The position is in-office Monday through Friday, 8 AM to 5 PM, with occasional weekend availability as business needs dictate. The annual salary is $75,000–$90,000, depending on experience and qualifications. Hatch is a drug-free work environment; employees are subject to pre-employment and random drug screenings throughout their employment.

Requirements

Three or more years of experience in fleet coordination, fleet management, equipment administration, transportation, or construction operations is preferred.
Experience working with vehicles, trucks, heavy equipment, or a field-service fleet.
Strong technology skills and ability to maintain accurate records across multiple locations.
Experience coordinating maintenance, registrations, insurance documentation, repairs, and vendors.
Basic to intermediate financial and analytical skills, including expense tracking, invoice review, spreadsheet reporting, and budget monitoring.
Proficiency in Google Sheets, Fleetio, and general business software.
Strong communication, follow-up, and problem-solving skills.
Ability to prioritize competing requests and coordinate effectively with operations and Finance.
Proactive, detail-oriented approach and willingness to take ownership of administrative processes.
Valid driver's license and acceptable driving record, as applicable.
Ability to travel periodically between company locations and job sites.

Nice To Haves

Experience with fleet tracking or GPS systems is beneficial.
Experience in asphalt paving, construction equipment, snow and ice management, seasonal fleet operations, lease administration, or coordinating with Finance on fleet budgets and expenses.

Responsibilities

Maintain a centralized inventory of company-owned and leased vehicles, trucks, heavy equipment, and designated operating assets.
Track asset location, assignment, availability, condition, and responsible driver or crew across supported locations.
Coordinate vehicle and equipment transfers with scheduling and operations teams.
Conduct physical inventories, investigate discrepancies, and document purchases, leases, transfers, replacements, and disposals.
Coordinate use of GPS and fleet tracking systems and establish procedures for check-in/check-out, keys, fuel cards, and reporting damaged or unavailable equipment.
Maintain a safe driver report in partnership with the Director of Safety and Human Resources.
Coordinate seasonal vehicle requirements, execute the approved winter fleet plan, and manage vehicle orders, deliveries, documentation, assignments, and deployment.
Track lease terms, mileage limits, renewal dates, vehicle condition, and return deadlines; coordinate post-season returns and document damage or excess charges.
Notify leadership and Finance of upcoming lease commitments, shortages, and potential cost concerns; maintain a calendar of seasonal fleet additions, transfers, and returns.
Maintain preventive maintenance schedules and coordinate servicing, inspections, repairs, tires, and other maintenance with the lead mechanic and service providers.
Maintain maintenance histories, repair records, and asset expenses; track downtime and communicate availability issues to scheduling and operations.
Coordinate repair appointments, follow up on completion, obtain estimates, submit larger or unplanned expenses for approval, and flag recurring maintenance issues or potential replacement needs.
Track registrations, inspections, permits, insurance documentation, and expiration dates; coordinate renewals and documentation updates.
Ensure acquired, leased, transferred, and retired vehicles are reflected in fleet records and applicable insurance schedules, and maintain organized electronic files.
Coordinate driver documentation and eligibility checks with HR and insurance providers, and escalate potential compliance gaps or expiring documentation.
Coordinate administrative responses to accidents or damage, collect incident documentation, notify relevant personnel, and work with insurance brokers and carriers.
Track claims, repairs, deductibles, and outstanding documentation; follow up with insurance providers and repair facilities and coordinate with HR and safety on investigations and corrective actions as appropriate.
Coordinate fleet availability and assignments with scheduling, dispatch, and operations managers; communicate maintenance schedules, shortages, breakdowns, and transfers.
Support seasonal readiness for snow and ice operations and peak paving periods, maintain visibility into asset status, and escalate conflicts or shortages that could affect project execution.
Work with Finance to maintain fleet expense records by asset, location, operating company, and expense category; track lease payments, maintenance, repairs, fuel, insurance, registrations, and rentals.
Review fleet invoices for accuracy, supporting documentation, and confirmation of receipt; coordinate expense coding and allocation with Finance.
Monitor spending against budgets, flag unexpected expenses or unfavorable variances, and provide information on upcoming lease commitments, repairs, and seasonal costs.
Maintain records for month-end close, invoice processing, and fleet inventory reconciliation; identify opportunities to reduce unnecessary rentals, avoidable charges, and underutilized assets.
Obtain quotes and prepare recommendations for larger repairs, purchases, leases, and replacements.
Coordinate vehicle lettering, logos, decals, and approved branding, including vendor quotes, installations, updates, removals, and a list of vehicles requiring graphics.