Fleet Manager

Description

SUMMARY OF ESSENTIAL FUNCTIONS:

Manages the compliance, cost control and operational readiness of the vehicle and trailer fleet for two divisions that serve the oil and gas production sector. The fleet has approximately 500 light-duty and medium-duty vehicles, 600 trailers and 40 DOT-regulated units. Reports to senior management and operations leadership, and works closely with Operations, HSE, Finance, Supply Chain and field leadership.

SPECIFIC DUTIES, ACTIVITIES AND RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:

• Manage the daily administration and strategic oversight of the vehicle and trailer fleet.
• Keep accurate fleet asset records. Include unit assignments, locations, specifications, ownership or lease data, mileage, registration status and lifecycle data.
• Monitor vehicle utilization. Identify assets that are underutilized, overutilized or not necessary.
• Coordinate vehicle transfers, additions, replacements, disposals and reassignments between operating locations.
• Set and maintain fleet standards for vehicle classes, specifications, equipment and replacement cycles.
• Make sure that vehicles and trailers are available and correctly configured for field operations.
• Manage vehicle procurement from the operational request through specification, sourcing, ordering, delivery, upfitting, registration and deployment.
• Coordinate with approved dealerships, manufacturers, leasing companies, upfitters and other fleet vendors.
• Recommend vehicle replacements based on age, mileage, maintenance cost, utilization, condition and operational needs.
• Manage the disposal of retired vehicles and equipment to get the best residual value.
• Remove disposed assets from company records, insurance, registrations, telematics and fuel programs.
• Serve as the primary administrator for the Samsara telematics platform.
• Audit vehicle assignments, driver assignments, GPS devices, mileage, utilization and asset status in Samsara.
• Find telematics devices that are inactive, missing, incorrectly assigned or not reporting. Coordinate the corrective action.
• Add new vehicles to Samsara and remove retired vehicles promptly.
• Use telematics data to support driver safety and compliance initiatives with Operations and HSE leadership.
• Administer the company fuel card and fleet fuel programs.
• Monitor fuel transactions for unusual activity, high consumption, unauthorized purchases, duplicate transactions and other exceptions.
• Reconcile vehicle, driver and fuel card assignments.
• Analyze fuel consumption and cost trends by vehicle, location, business unit and operating group.
• Find ways to reduce fuel consumption, idle time, operating cost and fleet waste.
• Complete the monthly IFTA reports on time.
• Collect and validate mileage, jurisdictional travel and fuel purchase data for IFTA reports.
• Reconcile Samsara mileage data with fuel transactions and fleet records. Investigate discrepancies before filing.
• Keep IFTA records and documents in accordance with record-retention requirements.
• Make sure that the 40 DOT-regulated units have the required registrations, permits, inspections, documents and vehicle records.
• Coordinate with HSE and Safety personnel to support compliance with FMCSA and DOT requirements.
• Monitor document expiration dates and address compliance requirements before they are due.
• Help with internal and external DOT and fleet audits.
• Oversee titles, registrations, license plates, permits and renewals for vehicles and trailers in all operating states.
• Keep an accurate registration and renewal tracking system.
• Resolve registration, title, VIN, plate and ownership discrepancies.
• Make sure that new assets are registered before they go into service.
• Manage Tribal Employment Rights Ordinance (TERO) and vehicle compliance requirements for operations on tribal lands and reservations.
• Coordinate the permits, registrations, stickers and access documents needed for reservation access. Keep records of authorized vehicles.
• Monitor TERO expiration dates and changes to reservation requirements.
• Plan and do an annual company-wide fleet audit of vehicles, trailers, DOT units, registrations, telematics, fuel cards and assigned assets.
• Verify physical assets, VINs, plates, unit numbers, locations, driver assignments, Samsara status and fuel card assignments against fleet records.
• Record audit discrepancies and assign corrective actions to the responsible departments or locations.
• Give senior management the annual audit results, risks and recommended corrective actions.
• Develop controls and standard procedures that keep fleet data accurate during the year.
• Prepare and present monthly fleet reports to senior management. Include fleet size, utilization, fuel cost, cost per mile, idle time, mileage, maintenance cost and downtime.
• Include in the monthly reports the additions and disposals, replacement status, registration and DOT compliance status, IFTA status, telematics and fuel card exceptions, and capital spending.
• Identify trends, exceptions, risks and cost savings. Give clear recommendations to management.
• Evaluate fleet policies, procedures, vendors and technology to improve efficiency and reduce cost.
• Find opportunities for fleet consolidation, better utilization, less idle time, better fuel efficiency and better replacement cycles.
• Negotiate with and manage dealerships, leasing companies, fuel providers, registration vendors, telematics providers, upfitters and other fleet vendors.
• Help develop the annual operating and capital budgets for the fleet.

Requirements

EDUCATION AND EXPERIENCE:

• Five or more years of experience in fleet management, transportation, equipment or a related operational field.
• Experience managing a large light-duty and medium-duty fleet across many locations.
• Experience with vehicle procurement, registration, licensing and fleet lifecycle management.
• Experience administering telematics and GPS fleet management systems.
• Maintain a clean driving record in accordance with the company insurance policy.
• Preferred: oil and gas service industry experience.
• Preferred: experience with fleets that operate across many states and remote field locations.
• Preferred: direct experience with Samsara.
• Preferred: experience with TERO requirements and fleet operations on tribal lands and reservations.
• Preferred: experience managing DOT-regulated commercial vehicles.
• Preferred: experience conducting large physical fleet and asset audits.

POSITION REQUIREMENTS:

• Working knowledge of DOT and FMCSA fleet compliance requirements.
• Knowledge of IFTA reporting requirements and mileage and fuel reconciliation.
• Good understanding of fuel card administration and fuel cost management.
• Strong analytical skills. Ability to find trends and exceptions in large fleet data sets.
• Proficiency with Microsoft Excel and fleet reporting tools.
• Familiarity with fleet management systems, fuel card platforms, ERP systems and procurement systems is preferred.
• Ability to explain fleet performance, financial data and compliance risks clearly to senior management.
• Strong organizational skills. Ability to manage many deadlines, renewals, vendors and priorities at the same time.
• Skills in vendor management, procurement, negotiation and process improvement.
• Ability to work with both corporate leadership and field personnel.

WORK ENVIRONMENT:

This position supports field-based oil and gas service operations in a fast-paced environment. Periodic travel is necessary to company facilities, field locations, dealerships, vendor locations and operating areas on tribal lands.