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Fleet, Equipment & Yard Supervisor

The Grey Barn | Northwest Arkansas

Full-Time | $52,000 Base + Up to $8,000 Annual Bonus

The Grey Barn is looking for an extremely organized, hands-on Fleet, Equipment & Yard Supervisor to take ownership of the physical assets that keep our landscaping operation running every day.

This is not a sit-behind-a-desk warehouse position.

You will own the readiness, organization, cleanliness, maintenance tracking, and day-to-day coordination of our vehicles, trailers, landscaping equipment, light/heavy equipment, shop, yard, inventory, and office.

Our crews should be able to show up every morning, grab what they need, and go to work without wondering:

• Is the truck ready?
• Is the mower working?
• Where is that trimmer?
• Does this trailer have what it needs?
• When was this vehicle last serviced?
• Are we out of supplies?
• Who is getting this equipment repaired?

Your job is to make those questions disappear.

What You Will Own

1. Fleet Management

You will be responsible for keeping our company vehicles safe, clean, maintained, documented, and ready for work.

This includes:

• Maintain a complete vehicle inventory and maintenance record
• Track mileage, service intervals, inspections, registrations, and preventive maintenance
• Establish and maintain preventive maintenance schedules
• Conduct regular visual and safety inspections
• Identify problems before they become expensive repairs
• Schedule oil changes, tires, brakes, alignments, repairs, recalls, and other service
• Coordinate transportation and logistics when vehicles need off-site service
• Maintain relationships with repair shops, dealerships, tire shops, and vendors
• Track vehicles currently out of service and expected return dates
• Ensure crews complete required daily/weekly vehicle checks
• Hold crews accountable for keeping vehicles clean
• Ensure each vehicle has required paperwork, safety equipment, and supplies
• Document damage and immediately escalate safety or abuse concerns
• Help reduce unnecessary repair costs and vehicle downtime

You do not necessarily need to personally perform major vehicle repairs, but you need to know enough to recognize problems, coordinate repairs intelligently, and make sure things actually get fixed.

2. Landscaping Equipment Management

You will own the readiness of our landscaping equipment, including:

• Commercial mowers
• String trimmers / weed eaters
• Edgers
• Blowers
• Hedge trimmers
• Chainsaws
• Sprayers
• Hand tools
• Batteries and chargers
• Small engines
• Other landscaping equipment

Responsibilities include:

• Maintain an accurate equipment inventory
• Assign and track equipment by crew when appropriate
• Create preventive maintenance schedules
• Inspect equipment regularly
• Track hours and service intervals where applicable
• Maintain blades, filters, belts, fluids, tires, batteries, and other wear items
• Identify damaged or unsafe equipment
• Coordinate repairs internally or with outside vendors
• Maintain commonly needed replacement parts and consumables
• Ensure crews return equipment clean and properly stored
• Track lost, damaged, or repeatedly abused equipment

Small-engine repair experience is a major plus.

We would love someone capable of completing basic repairs and maintenance in-house rather than sending every piece of equipment to a repair shop.

3. Light/Heavy Equipment

You will also help oversee equipment such as:

• Skid steers
• Forklifts
• Mini skid steers
• Trenchers
• Aerators
• Specialty landscaping equipment
• Other rented or company-owned machinery

You will help ensure:

• Preventive maintenance is completed
• Equipment is inspected and safe
• Service records are maintained
• Repairs are scheduled quickly
• Attachments are organized
• Equipment is properly stored
• Operators report damage or mechanical issues
• Equipment is ready when crews need it

4. Trailer Management

Every trailer should have a purpose, a home, and an organized setup.

You will:

• Maintain an inventory of all trailers
• Inspect tires, lights, hitches, safety chains, jacks, brakes, and other safety components
• Coordinate registrations and maintenance
• Ensure trailers remain clean and organized
• Establish standard equipment layouts where appropriate
• Ensure crews return trailers to their designated locations
• Identify damage immediately
• Make sure trailers are ready for the following day’s work

5. Shop & Warehouse Organization

You own the shop.

That means it should be clean, organized, labeled, inventoried, and ready for work.

Responsibilities include:

• Maintain designated storage locations
• Establish an easy-to-follow organizational system
• Label shelves, bins, equipment, parts, and supplies
• Maintain appropriate inventory levels
• Track high-value tools and equipment
• Maintain common repair and maintenance supplies
• Keep floors, work areas, shelves, and storage areas clean
• Ensure tools are returned to their proper location
• Remove unnecessary clutter and junk
• Identify missing equipment or inventory quickly
• Coordinate disposal or sale of obsolete equipment

We want someone who gets a little irritated when a tool isn’t put back where it belongs.

6. Yard & Material Inventory

You will maintain an organized and professional yard and track materials stored there, including:

• Plants
• Sod
• Mulch
• Soil/dirt
• Rock
• Fertilizer and landscaping materials
• Irrigation materials
• Pallets
• Equipment and attachments
• Miscellaneous job materials

You will work with operations to understand what belongs to specific jobs versus general inventory and help prevent materials from getting lost, damaged, wasted, or forgotten.

The yard should remain clean, safe, navigable, and organized at all times.

7. Morning & Evening Crew Readiness

Because our crews start early, this position starts at 5:45 AM.

You will help make sure crews can get out of the yard efficiently each morning.

That includes identifying issues with:

• Trucks
• Trailers
• Equipment
• Fuel
• Materials
• Missing tools
• Safety concerns

At the end of the workday, you will help ensure equipment is returned, stored, cleaned, and prepared for the next day’s operation.

8. Safety & Accountability

You will be one of our primary sets of eyes for equipment and fleet safety.

You will:

• Conduct recurring documented safety inspections
• Immediately remove unsafe vehicles or equipment from service
• Track recurring damage or operator issues
• Report avoidable damage to Operations
• Ensure required safety equipment is available
• Help train crews on proper equipment care
• Reinforce vehicle, trailer, and equipment standards

This position is expected to hold people accountable, not quietly clean up after everyone else.

Crew members are responsible for taking care of company property. Your responsibility is creating the system, inspecting it, coaching people when needed, and making sure the standard is followed.

9. Office & Administrative Support

This role will also help maintain an organized, professional office environment.

Responsibilities may include:

• Keeping common areas clean and organized
• Maintaining office supplies
• Organizing physical records related to vehicles and equipment
• Scanning and filing documentation
• Maintaining electronic records
• Helping organize registrations, insurance documents, warranties, manuals, and receipts
• Coordinating vendors and service appointments
• Supporting occasional administrative projects

This does not mean being the full-time office cleaner. It means taking ownership of ensuring the entire facility stays organized and work-ready.

What Success Looks Like

Within your first 30 days, we expect you to:

• Complete an inventory of vehicles, trailers, major equipment, and landscaping equipment
• Identify immediate safety and maintenance issues
• Establish a clear preventive maintenance calendar
• Organize maintenance records
• Establish designated locations for major equipment and inventory
• Begin reorganizing the shop and yard
• Establish daily/weekly inspection procedures

Within 60 days:

• Every vehicle and major piece of equipment has a documented maintenance schedule
• Shop and yard organization standards are established
• Equipment inventory is substantially accurate
• Trailer standards are established
• Crews understand equipment cleanliness and return expectations
• Repair and maintenance vendors are organized
• Preventable equipment downtime is being tracked

Within 90 days:

We should have a repeatable system where we know:

What we own. Where it is. Who has it. What condition it is in. When it needs service. And what needs to happen next.

From there, your job is to keep the system running and continuously improve it.

Requirements

Requirements

We care more about demonstrated ownership and capability than having a perfect résumé.

Strong candidates should have:

• 3+ years of experience in fleet, equipment, warehouse, yard, facilities, construction, landscaping, mechanical, logistics, or a similar operational environment
• Experience being responsible for company vehicles, equipment, tools, inventory, or physical assets
• Strong organizational skills
• Ability to build and maintain tracking systems
• Basic mechanical understanding
• Ability to identify obvious vehicle and equipment safety issues
• Experience coordinating repairs and outside vendors
• Ability to use spreadsheets, email, calendars, and basic business software
• Ability to maintain accurate records
• Ability to work independently without needing constant direction
• Comfortable working both indoors and outdoors
• Comfortable working around landscaping and construction equipment
• Ability to safely lift and move typical tools, parts, and supplies associated with the position
• Valid driver’s license and acceptable driving record
• Reliable transportation
• Ability to consistently report by 5:45 AM

Strongly Preferred

Any of the following will move a candidate toward the top of our list:

• Commercial landscaping experience
• Fleet management experience
• Construction or field-service operations experience
• Small-engine repair experience
• Automotive maintenance experience
• Commercial mower repair/maintenance experience
• Trailer maintenance experience
• Skid steer or forklift experience
• Equipment inventory or warehouse management experience
• OSHA or other safety training
• Experience creating preventive maintenance programs
• Experience purchasing parts and working with repair vendors
• Experience maintaining a fleet of work trucks
• Experience with GPS/fleet tracking or maintenance management software

Spanish/English Bilingual — Strong Plus

A significant portion of our field workforce speaks Spanish.

Being able to communicate effectively in both English and Spanish would be a major advantage in this position because you will interact with crews every day regarding equipment, safety, repairs, cleanliness, and accountability.

Who Will Do Well Here

You ll probably love this position if you

• Like fixing problems before someone asks
• Notice when things are out of place
• Take pride in clean trucks, organized shops, and well-maintained equipment
• Can respectfully tell someone, “No—you need to put that back where it belongs.”
• Would rather prevent a breakdown than explain one
• Are comfortable getting your hands dirty
• Can work from a checklist without becoming dependent on one
• Follow through until something is actually finished
• Enjoy creating order out of chaos
• Treat company equipment like it was purchased with your own money
• Want ownership rather than someone standing over you telling you what to do

This is an important operational position at The Grey Barn. When this person is crushing it, our crews spend less time looking for things, waiting on repairs, dealing with breakdowns, or fighting preventable problems—and more time taking care of our customers.

Benefits

Schedule

Monday–Thursday: 5:45 AM–5:00 PM

Our primary field schedule is four longer days each week.

Some Fridays will be required, particularly:

• During your initial onboarding and organization of the operation
• During peak landscaping season
• When major repairs, inventory, cleanups, or projects require additional attention
• When operational needs require it

The right person should be comfortable with an early start and working around an active landscaping operation.

Compensation

• $52,000 annual base salary
• Up to $8,000 per year in performance bonuses
• Full-time position
• Opportunity to grow as The Grey Barn expands its fleet, equipment, crews, and locations

Bonus performance will be tied to measurable results such as fleet/equipment readiness, preventive maintenance compliance, organization, safety, inventory accuracy, and reducing avoidable downtime.