Assistant Fleet Manager

Assistant Fleet Manager - South Division

Job Summary

The Assistant Fleet Manager plays a critical role in supporting the Fleet Manager with comprehensive oversight of GDH fleet equipment operations. This position carries direct responsibility for data accuracy within the fleet management system, cost ledger maintenance, vendor invoice processing, compliance monitoring, and day-to-day coordination with contracted maintenance providers and delivery supervisors. The role has expanded to include active participation in the unit-level fleet cost model — entering and validating invoice data, monitoring cost-per-day and cost-per-mile metrics and supporting replacement scoring under the Beveridge-Darby framework. The Assistant Fleet Manager contributes to the strategic reliability and cost efficiency of GDH's fleet assets across all assigned locations.

Essential Duties And Responsibilities

Fleet System & Cost Model

• Serve as a primary data entry owner within the GDH Fleet Management System — maintaining accurate records in assigned modules (Unit Master, Cost Ledger, KPI Analysis, or Work Orders depending on role assignment).
• Enter vendor invoices (Idealease, Penske, Nextran, or other assigned vendors) into the Cost Ledger within five business days of receipt; validate unit numbers, VINs, and cost categories before submission.
• Support cost-per-operating-day and cost-per-mile calculations by ensuring invoice and utilization data is current and reconciled monthly.
• Cross-reference Samsara vehicle IDs against Unit Master unit numbers; flag and escalate mismatches to the Fleet Manager.
• Assist in maintaining the unit replacement scoring model (Beveridge-Darby) by keeping age, mileage, repair cost, and market value fields current for assigned units.
• Flag invoices from unapproved vendors and escalate work orders that meet or exceed the approval threshold before work begins.

Contracted Maintenance & Vendor Coordination

• Manage the day-to-day relationship with contracted maintenance service providers for assigned locations; review and approve invoices and submit for payment upon approval.
• Determine whether contracted maintenance is warranted on a vehicle or whether maintenance should be deferred based on utilization, replacement score, and cost impact.
• Facilitate resolution of disputes or service issues between GDH and contracted maintenance providers.
• Verify all vendor activity is captured in the Work Order module and that escalation flags are applied correctly.

Compliance & Regulatory

• Meet monthly with Delivery Supervisors at each assigned branch to audit daily pre-trip inspection programs as legally required.
• Verify that all vehicles carry current permits, licenses, and registrations as mandated by federal and state law.
• Assist with DOT file issues reported by Delivery Supervisors and coordinate follow-up with Safety Plus.
• Conduct follow-up on Pronto Forms as necessary.
• Maintain current knowledge of Federal Motor Carrier Safety Regulations and applicable state laws.

Fuel Management

• Manage fleet fuel cards for assigned locations; collect cards from the Delivery or Branch Manager when an employee separates from the company.
• Review fuel bills from suppliers at assigned branches to ensure integrity of fuel card usage; alert management to potential misuse or irregularities.
• Reconcile fuel data monthly within the fleet system to support cost-per-mile calculations.

Safety & Training

• Attend a minimum of two safety meetings per quarter, with at least two visits to each assigned branch per year; be available to present at meetings as requested.
• Provide training to Delivery Managers and drivers on fleet safety, DOT compliance, pre-trip inspection procedures, and company policy adherence.

General

• Travel to assigned locations and branches as required to fulfill job responsibilities.
• Stay current on company policies and procedures.
• Maintain regular and reliable attendance.
• Perform other duties as assigned.

ROLE ASSIGNMENTS — FLEET SYSTEM

The two Assistant Fleet Manager positions carry distinct data ownership responsibilities within the GDH Fleet Management System, reflecting the split established in the fleet cost model program.

• AFM 1 is responsible for Unit Master validation and the Idealease cost ledger, working with data from the Idealease portal, Voyager fuel card statements, and on-site diesel invoices. This role requires entering new Idealease invoices within five business days and reconciling fuel monthly, while also maintaining ongoing updates such as estimated market values from Schedule A and validating lease term dates.
• AFM 2 focuses on KPI analysis and repair cost tracking through the Penske and Nextran cost ledgers, utilizing data from Samsara vehicle utilization reports as well as Penske and Nextran invoices. This position involves pulling Samsara utilization data monthly and entering Penske and Nextran invoices within five business days. Ongoing responsibilities include ensuring cost-per-day and cost-per-mile metrics are current for all active units and maintaining flags for repeat repairs.

Qualifications

• Class A CDL with a clean driving record
• Minimum of 5 years of experience in tractor-trailer technical and electrical systems
• Minimum of 5 years of experience with gasoline vehicle technical systems
• Certified Tractor Trailer FMCSA Brake Inspector
• Familiarity with FMCSA regulations and applicable federal and state laws
• Proficiency in Microsoft Excel and Word; experience with fleet management or work order systems preferred
• Ability to accurately and consistently enter, validate, and reconcile cost and utilization data
• Strong attention to detail, with excellent organizational and time management skills and the ability to identify discrepancies and escalate appropriately
• Excellent written and verbal communication skills, with the ability to interact professionally with employees and vendors

WORKING CONDITIONS / PHYSICAL DEMANDS

• Frequently (50%+) required to walk, talk, and communicate via phone, email, and Teams.
• Frequently (50%+) travel throughout GDH sites across assigned territory.
• Frequently (50%+) perform close work requiring visual accuracy — data entry, invoice review, and system validation.
• Occasionally (less than 25%) exposed to moving mechanical equipment and fumes or airborne particles; noise level is generally quiet.
• Occasionally (less than 25%) weekend and/or overtime work, primarily at start-up or when taking on new business.

Equal Employment Opportunity Policy: Gulf Distributing Holdings, LLC is committed to offering equal employment opportunity without regard to age, color, disability, gender, gender identity, genetic information, marital status, military status, national origin, race, religion, sexual orientation, veteran status, or any other legally protected characteristic.