Fleet & Equipment Manager

FLEET & EQUIPMENT MANAGER

Growing Seasons Landscaping

Position Type
Full-Time | Management

Department
Fleet & Maintenance

Reports To
Ownership / Senior Management

Direct Reports
Shop Foreman + 4–5 Mechanics

Location
Western Pennsylvania

Role Focus
Fleet, Shop & Maintenance Operations

Position Overview

Growing Seasons Landscaping is seeking a highly motivated, organized, and experienced Fleet & Equipment Manager to lead our maintenance department and oversee our company-wide fleet of vehicles, trailers, and equipment.

This key management position is responsible for overall shop performance, fleet uptime, preventative maintenance, regulatory compliance, fleet systems, vendor management, parts inventory, and long-term fleet planning.

The ideal candidate is a proactive leader and problem-solver who can develop systems, improve processes, hold employees accountable, and continuously improve the efficiency, reliability, and cost-effectiveness of the fleet operation.

Key Responsibilities

Shop & Team Management

· Lead and manage the Shop Foreman and 4–5 mechanics.

· Oversee daily shop workflow, scheduling, repair priorities, and workload.

· Establish clear expectations, accountability, and performance standards.

· Monitor mechanic productivity, repair quality, repeat repairs, and turnaround time.

· Ensure the team has the parts, tools, information, and resources needed to work efficiently.

· Maintain a clean, organized, safe, and professional shop environment.

Fleet Management & Uptime

· Oversee the company’s light-, medium-, and heavy-duty trucks, semi tractors, trailers, construction equipment, landscaping equipment, and specialty/support equipment.

· Maintain accurate fleet records including mileage, hours, utilization, maintenance history, condition, and operating costs.

· Take ownership of overall fleet uptime and equipment availability.

· Develop and maintain preventative maintenance schedules and ensure services are completed on time.

· Track Out-of-Service equipment, identify bottlenecks, and reduce unnecessary downtime.

· Identify repeat failures, high-maintenance assets, and opportunities to improve reliability.

Compliance & Fleet Administration

· Manage annual state inspections and maintain 100% inspection compliance.

· Manage annual vehicle and trailer registrations and prevent expirations.

· Manage EZ Pass accounts, vehicle assignments, transponders, toll activity, and account accuracy.

· Manage Whip Around inspections, reported defects, compliance, and repair follow-through.

· Manage Verizon Reveal GPS/telematics, including vehicle assignments, mileage, utilization, idle time, and fleet reporting.

· Maintain accurate fleet documentation and ensure newly purchased or sold assets are properly added or removed from company systems.

Fuel, Vendors & Parts

· Monitor company fuel usage, fuel card activity, consumption trends, and potential misuse.

· Use fuel and telematics data to identify cost-saving and efficiency opportunities.

· Develop and maintain relationships with repair facilities, dealerships, tire vendors, parts suppliers, towing companies, and specialty vendors.

· Negotiate vendor pricing, compare major repair estimates, and review invoices for accuracy.

· Develop and maintain an organized parts inventory system with appropriate stocking levels.

· Reduce downtime caused by parts availability while controlling unnecessary inventory.

Fleet Replacement & Capital Planning

· Monitor asset age, mileage, hours, condition, maintenance costs, downtime, utilization, reliability, and resale value.

· Identify vehicles and equipment approaching the end of their economical service life.

· Provide ownership with data-supported recommendations to retain, replace, sell, or reassign fleet assets.

· Evaluate future fleet needs and requests for additional vehicles or equipment.

· Research replacement options, specifications, pricing, and purchase-versus-rental alternatives.

· Assist ownership with annual fleet and equipment capital planning. Final purchasing decisions remain with ownership.

Systems & Continuous Improvement

A major responsibility of this position is to build and improve the systems used to manage the fleet and maintenance operation. The Fleet & Equipment Manager is expected to identify weaknesses, create solutions, and establish repeatable processes that improve accountability and performance.

· Create and maintain Standard Operating Procedures (SOPs).

· Improve shop scheduling, work-order flow, repair prioritization, and communication.

· Develop preventative maintenance standards and fleet replacement criteria.

· Improve parts inventory controls and vendor-management processes.

· Develop reporting dashboards, KPIs, and accountability systems.

· Use technology and fleet data to improve decision-making and reduce administrative work.

· Continuously look for opportunities to reduce downtime, repair costs, and operating expenses.

Key Performance Expectations

· Fleet uptime and equipment availability

· Preventative maintenance completion and reduction of emergency repairs

· 100% state inspection and registration compliance

· Whip Around inspection and defect-management compliance

· Shop productivity, repair turnaround time, and reduction of repeat repairs

· Maintenance, vendor, parts, and fuel cost control

· Fleet utilization and accurate fleet records

· Timely, data-supported fleet replacement and capital recommendations

Qualifications

· Previous fleet management, maintenance management, shop management, or similar leadership experience preferred.

· Experience managing mechanics or maintenance personnel.

· Working knowledge of light-, medium-, and heavy-duty vehicles, trailers, construction equipment, and heavy equipment.

· Strong understanding of preventative maintenance programs.

· Excellent leadership, organization, communication, and problem-solving skills.

· Ability to manage multiple priorities in a fast-paced operational environment.

· Ability to create and implement systems, procedures, and accountability measures.

· Strong computer skills and ability to analyze fleet and maintenance data.

· Experience working with outside vendors and negotiating pricing.

· Experience with Whip Around, Verizon Reveal, GPS/telematics, or fleet management software is preferred.

Ideal Candidate

· Highly motivated, self-driven, and organized

· Proactive rather than reactive

· Comfortable leading employees and holding people accountable

· Strong communicator and problem-solver

· Data-driven and cost-conscious

· Able to work effectively with field operations, mechanics, vendors, and ownership

· Focused on continuous improvement and building scalable systems

What Success Looks Like

Keep the company’s fleet safe, compliant, reliable, cost-effective, and available when operations need it.

The successful Fleet & Equipment Manager will create an organized maintenance operation where preventative maintenance is completed on time, repairs are prioritized effectively, mechanics understand expectations, downtime is minimized, fleet records are accurate, and ownership has the information needed to make informed fleet investment decisions.