Fleet Manager

East Coast Facilities•Allentown, PA

1d•Hybrid

About The Position

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. 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 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.

Requirements

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

Nice To Haves

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

Responsibilities

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
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
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
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
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
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
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
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)
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
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
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