Manager Fleet- Materials Management

Competitive Pay

Overflowing benefit package

Generous paid time off

The Fleet & Facilities manager is responsible for the oversight and operational management of the agency's fleet of approximately 50 vehicles and for coordinating facilities related projects that support operational efficiency across Family & Children's Services (FCS). This role ensures safe, compliant, cost effective, and reliable transportation for FCS staff and clients. In addition, the position supports project planning, execution, vendor coordination, office moves, purchasing functions, and day to day facilities needs. This position has no direct supervisory responsibilities but serves in a leadership capacity within the department.

POSITION SPECIFIC DUTIES & RESPONSIBILITIES:

Fleet Maintenance and Repairs

• Develop and implement a centralized and comprehensive preventive maintenance and repair program utilizing fleet management software for all vehicles to ensure they are in optimal condition and comply with registration and safety standards.
• Maintain an electronic database in the fleet management system of registrations, tag renewals, inspections, and maintenance records of fleet vehicles.
• Schedule routine vehicle inspections and maintenance.
• Collaborate with service providers to ensure timely and quality repairs.
• Monitor vehicle repairs and maintenance timeframes to track and minimize downtime.
• Manage vehicle breakdowns and accidents, initiating necessary actions for resolution including communicating with the finance and legal departments regarding repair costs and accident and vehicle damage information for reporting to the agency's insurance carrier.

Fleet Technology and Software

• Stay current with industry trends, emerging technologies, and software solutions relevant to fleet management.
• Conduct regular assessments of existing technology and software platforms to identify gaps, opportunities, and potential areas for improvement.
• Lead the end-to-end implementation of selected technology and software solutions, including project planning, resource allocation, and timeline management.
• Collaborate with cross-functional teams (e.g., legal, HR, IT, finance) to ensure seamless integration and data flow between software platforms and existing systems.
• Develop and execute testing and quality assurance processes to validate software functionality and performance.

Vehicle Inventory, Acquisition, Replacement and Disposal

• Utilize the fleet management software system to track all vehicle inventory.
• Assess the company's transportation needs and make recommendations for the acquisition or replacement of vehicles to expand or enhance the fleet.
• Work closely with agency's Purchasing Manager for procurement of all fleet inventory.
• Collaborate with the FCS purchasing manager to provide specifications on preferred standards of automobile type, style, make, wrapping etc.
• Arrange the proper retirement or disposal of old or non-operational vehicles through selling, auctioning, or scrapping.

Compliance, Regulatory Affairs, and Policies and Procedures

• Collaborate with the Legal Department to stay updated on all relevant local, state, and federal regulations pertaining to vehicle operations, permits, licenses, and safety standards.
• Ensure that all vehicles are properly registered, licensed, and compliant with all safety standards with regulations.
• Develop, implement, and routinely educate staff on the comprehensive fleet management and client transportation policies and procedures.

Fleet Budgeting and Cost Control

• In collaboration with the finance team, develop and manage the fleet budget, including fuel costs, maintenance expenses, and vehicle acquisition.
• Identify cost-saving opportunities and implement strategies to reduce fleet expenses without compromising efficiency.
• Develop training materials and programs to educate fleet personnel on new technology and software tools.
• Lead change management efforts to ensure smooth adoption of any new or revised systems, addressing any resistance or challenges that may arise.

Fleet Tracking and Surveillance

• Utilize fleet management software to monitor vehicle locations, fuel consumption, safe driving compliance, and maintenance schedules.
• Oversee and implement GPS-based telematics surveillance to monitor vehicle location, speed, and route history in order to improve driver safety, optimize vehicle utilization, and ensure compliance with company policies

Fleet Data Collection, Analysis, and Reporting

• All data collected through the fleet management software and the surveillance systems will be used to identify areas for improvement and provide coaching/training to drivers as needed. Data will be analyzed to ensure compliance with traffic regulations, driver safety, and vehicle maintenance.
• Develop and track vehicle fleet Key Performance Indicators in PBI to generate and present regular reports on fleet performance, optimization of efficiency and productivity, cost analysis, downtime, safety adherence, and other relevant metrics for management review.
• Utilize PBI data analytics, to gather insights and drive informed decision-making for optimizing fleet operations.
• Generate regular reports and dashboards to provide visibility into key performance metrics and trends to leadership and staff.
• Monitor the effectiveness of implemented technology and software solutions, identifying areas for further enhancement and optimization.
• Proactively seek feedback from stakeholders and end-users to drive iterative improvements.

Forecasting and Planning Fleet Needs

• Based on analysis of KPIs or other data, work with supervisor to formulate a 3-5 year plan on vehicle acquisition, replacement or disposal.
• Periodically review new on the market fleet and inventory software and make recommendations for upgrades or changes.

Vendor and Supplier Management

• Cultivate and maintain strong relationships with vehicle suppliers, maintenance service providers, and other relevant vendors.
• Work with the agency's legal department to negotiate contracts and service agreements to obtain favorable terms and conditions.
• Collaborate with the agency's purchasing and IT departments to research, evaluate, and select technology and software vendors that align with the fleet management strategy.

Environmental and Safety Initiatives

• Promote eco-friendly practices, such as implementing fuel-efficient driving techniques and exploring alternative energy sources for fleet vehicles.
• Champion safety initiatives in collaboration with the agency's Legal Department to reduce accidents and ensure the wellbeing of FCS drivers, staff, and clients.
• Work collaboratively with risk management to periodically review staff driving safety concerns and adapt training modules accordingly.
• Ensure each agency vehicle is equipped with the appropriate life safety equipment, ex. a first aid kit.

Facilities Operations, Projects, and Space Management

• Support the development of project scopes, timelines, and cost estimates for facility repairs, renovations, and upgrades.
• Obtain and compare vendor quotes, ensuring alignment with project specifications, budget requirements, and agency standards.
• Maintain documentation for facility projects, including contracts, warranties, service agreements, and project close out materials.
• Assist with office relocations, including planning, scheduling, furniture moves, and workspace setup.
• Maintain an inventory of facility related equipment, furniture, and supplies, ensuring availability for program needs.
• Support emergency preparedness planning, including facility related safety procedures, drills, and documentation.
• Respond to facility related service requests and coordinate timely resolution.
• Assist with the intake, tracking, prioritization, and resolution of facilities work orders, ensuring timely communication and follow up with staff and vendors.
• Serve as a liaison between Facilities, IT, Security, program leadership, and external vendors.

QUALIFICATIONS

EDUCATION:

• Must be a high school graduate or have HS equivalent
• Bachelor's degree in business administration, logistics, or a related field (or equivalent experience) preferred.

EXPERIENCE:

• Prior fleet management experience is preferred but not required.
• Project management experience preferred.
• Proven track record of organizing, setting up and maintaining systems and tracking of fleet, inventory, or other assets is required.
• Proven experience providing exceptional internal customer service required.
• Experience working with vendors to appropriately and accurately bid jobs and establish contract terms and conditions required.
• Proven track record of exceptional administrative capabilities.
• Demonstrated experience taking a task, project, goal and running with to complete on time and on budget, with limited details and oversight.

PERFORMANCE COMPETENCIES:

• Fleet Management and Operations
• Fleet maintenance, registration, repairs, usage tracking all timely and accurately maintained.
• Projects managed on time and within budget.
• Tasks completed timely and accuratley with limited oversight.
• Exhibits strong internal customer service.
• Excellent team member, helping and supporting others as appropriate.
• Flexible and willing to learn and assume other responsibilities.
• Takes load off Facilities Director by assuming responsibility for administrative and project management tasks.

KNOWLEDGE/SKILLS/ABILITIES:

• Strong in-depth knowledge of fleet operations, processes, vehicle maintenance, industry best practices, and compliance with transportation regulations.
• Familiarity with fleet surveillance systems, such as GPS tracking and dashboard camera systems.
• Excellent organizational, leadership, and communication skills.
• Excellent interpersonal skills, with the ability to collaborate effectively with cross-functional teams and external vendors.
• Proficiency in data analysis and reporting using software tools such as Excel, Power BI, or similar, with an ability to analyze data, identify trends, and make data-driven decisions.
• Knowledge of environmental and safety practices related to fleet management.
• Strong project management skills, including the ability to manage multiple projects simultaneously and meet deadlines.
• Strong problem-solving abilities and a proactive approach to identifying and addressing challenges
• Ability to work independently
• Excellent customer serivce skills
• Ability to quickly learn and intuitively figure out next steps/problem solve.
• Cultivates a calm, focused, and solution-oriented atmosphere.
• Demonstrates professional maturity and conflict-resolution skills.

CERTIFICATIONS/LICENSES:

• Must possess a valid Driver License and satisfactory driving record and use personal automobile to travel to locations other than primary office. Proof of automobile insurance required.
• Must possess a valid Driver License and satisfactory driving record to use agency automobile to travel to locations other than primary office and/or for the transportation of clients.

OTHER INFORMATION

SAFETY SENSITIVE JOB CLASSIFICATION:

This job is classified as a "safety-sensitive" position as defined by the Oklahoma Medical Marijuana and Patient Protection Act. Due to the "safety-sensitive" classification, an employee in this position would be subject to drug and alcohol testing, including random testing. Marijuana is one of the substances included in the drug panel screening. Possession of a medical marijuana license will not excuse you from the testing process or the consequences of testing positive for marijuana per the Family & Children's Services Drug Free Workplace Policy, including possible revocation of a job offer or dismissal from employment.