Fleet Manager

Job Description

Job Description

Fleet Manager

Helios HVACR is a leading self-performing provider of light commercial, retail, and industrial HVAC and refrigeration (HVACR) service, maintenance, and installation. We support national and regional customers across a multistate footprint with our own field technicians and centralized dispatch capabilities. Our focus is on responsive service, strong customer relationships, and safe, reliable operations.

Job Summary:

The Fleet Manager oversees day-to-day fleet operations for assigned geographic markets and responsibilities within a companywide fleet of 600+ vehicles. This position works alongside another Fleet Manager, with duties and geographic coverage divided to ensure strong service, accountability, and operational continuity across the fleet. Responsibilities include coordinating vehicle maintenance, vendors, telematics, fuel, claims, and new vehicle deployments to keep vehicles safe, compliant, and on the road. The role works closely with operations leadership, field managers, technicians, and external partners, and supports fleet budgeting with accurate cost information, invoice review, and performance reporting. The allocation of responsibilities may evolve as business needs change.

Essential Duties and Responsibilities:

• Manage, monitor, schedule, coordinate, audit, and track repairs and service for vehicles in assigned markets, including estimate approvals, purchase orders, repair updates, and warranty work.
• Monitor preventive maintenance schedules within assigned coverage, following up with drivers and managers on overdue service and reporting compliance to operations leadership.
• Serve as a primary day-to-day contact for fleet vendors supporting assigned responsibilities, including the fleet management company (FMC), maintenance and repair shops, upfitters, fuel and telematics providers, and claims administrators. Hold vendors accountable to service levels, pricing, and turnaround times; escalate issues as needed.
• Coordinate accident and claims activities within assigned scope, including first notice of loss, third-party administrator and accident management coordination, repair tracking, subrogation follow-up, and certificate of insurance requests. Monitor trends and report on loss drivers.
• Administer the Motive telematics platform, including device installs and swaps, vehicle and driver assignments, alert setup, and data accuracy. Review safety events and driver scorecards and partner with operations leadership on driver coaching and follow-through.
• Manage the fuel card program from start to finish, including card issuance, terminations, controls, and troubleshooting, along with exception and misuse reporting, discount program compliance, and monthly fuel spend analysis.
• Manage vehicle registrations, titles, and plate renewals, along with toll accounts and citations, including tracking violations to the responsible driver and coordinating chargebacks with operations.
• Coordinate assigned new vehicle orders from order placement through delivery, including upfit schedules, delivery logistics, and setup in FMC, telematics, and fuel systems prior to deployment. Partner with the other Fleet Manager to maintain visibility and continuity across the full rollout.
• Support vehicle lifecycle planning by providing replacement recommendations based on mileage, age, and repair history, and coordinate off-lease turn-ins, damage avoidance, and remarketing of retired units.
• Audit FMC, maintenance, and vendor invoices for accuracy, resolve billing errors, and provide cost data to operations leadership to support budget tracking.
• Maintain accurate vehicle records across the FMC, telematics, and fuel systems, including driver assignments, odometer readings, and vehicle status.
• Generate and analyze reports on fleet performance, including downtime, PM compliance, fuel use, and safety trends, to identify areas for improvement.
• Work with key stakeholders to identify areas of improvement and help implement new standard operating procedures.
• Effectively communicate with technicians, managers, and vendors to maximize productivity and minimize downtime on emergency breakdowns.
• Serve as a responsive point of contact for drivers, managers, and vendors within assigned coverage, triaging fleet inquiries, guiding users to resources, and coordinating with the other Fleet Manager as needed.
• Manage the out-of-service list and dormant vehicle report, gathering data and alerting the appropriate team members on items needing follow-up.
• Partner with the other Fleet Manager to provide backup coverage, share information, standardize processes, and ensure consistent fleet service across geographic markets. Perform other fleet-related duties as required.

  Required Knowledge, Skills, and Abilities:

• Highly motivated team player and self-starter.
• Strong organizational, planning, verbal, and written communication skills.
• Excellent interpersonal skills, including the ability to build and maintain professional relationships.
• Ability to influence and drive results across the business without direct authority, while collaborating effectively with a peer Fleet Manager.
• Experience managing vendor relationships and holding vendors accountable to service expectations.
• Working knowledge of fleet costs and performance metrics, including cost per vehicle, downtime, PM compliance, and fuel spend.
• Experience with telematics platforms (Motive preferred), FMC systems, and fuel card programs.
• Knowledge of vehicle maintenance, safety regulations, and compliance.
• Proven ability to meet deadlines and function effectively in a fast-paced environment.
• Desire to learn and follow processes and procedures.
• Proficient with Microsoft Office Suite, particularly Excel.
• Analytical and problem-solving abilities.

Education and Experience:

• High school diploma or training in the automotive field/technical certification from an accredited organization.
• 5+ years of experience in fleet, automotive repair, or operations support required.
• Experience in fleet management.
• Experience with insurance claims or accident management is a plus.
• ASE certifications are a plus but not required.
• Experience in HVAC industry is a plus.

Helios' compensation reflects labor costs across several US geographic markets. Pay is based on a number of factors, including market location, and may vary depending on job-related knowledge, skills, and experience.

* Helios is an equal opportunity employer. The company provides equal opportunity to qualified persons without regard to race, color, creed, religion, sex, national origin, age, disability, medical condition, genetic characteristics, veteran status, citizenship, ancestry, marital status, gender, or any other characteristic protected by federal, state, or local law. This nondiscrimination policy extends to all terms, conditions, and privileges of employment.

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