Fleet Maintenance Supervisor

Fleet Maintenance Supervisor

Under general supervision, the Fleet Maintenance Supervisor is responsible for the daily operation, supervision, and performance of the City's fleet maintenance program. This position plans, organizes, directs and participates in the activities of fleet maintenance operations including preventive maintenance, repairs, inspections, inventory control, work order management, and fleet availability. The Fleet Maintenance Supervisor provides leadership to fleet mechanics, ensures vehicles and equipment are maintained in a safe and reliable condition, and develops processes that improve accountability, efficiency, and customer service to City departments. This position is responsible for managing the Fleet Maintenance Management System, monitoring key performance indicators (KPIs), ensuring accurate labor and parts tracking, coordinating repairs, and maintaining compliance with safety and regulatory requirements.

Examples Of Duties

Fleet Operations Management

• Supervises and directs the activities of assigned staff; makes recommendations regarding hiring, discipline, or advancement of employees. Schedules employees, assigns work, and monitors progress; guides, trains and develops employees in the accomplishment of their duties and professional growth; evaluates performance.
• Supervises daily fleet shop operations including scheduling, assignments, workflow, and mechanics productivity.
• Performs hands-on diagnostic, repair and maintenance work on City vehicles and equipment as a working supervisor, including complex mechanical, electrical, diesel and hydraulic systems.
• Actively works on the shop floor performing mechanical repairs and assisting mechanics with difficult diagnoses and repairs to support shop productivity, minimize downtime and maintain fleet availability.
• Assigns work orders based on priority, skill level, workload, and equipment availability.
• Ensures repairs are completed safely, efficiently, and according to established procedures.
• Maintains fleet availability by minimizing downtime and improving repair turnaround times.
• Coordinates emergency repairs, breakdown response, and critical equipment needs.
• Ensures work orders and repairs are handled in an equitable manner across all departments and the organization.
• Maintains a productive work environment that supports efficient operations and high team performance.

Fleet Maintenance Management System

• Maintains accurate fleet records through fleet software including:
• Work orders
• Preventive maintenance schedules
• Vehicle history
• Parts usage
• Labor hours
• Inspection records
• Repair documentation
• Reviews and approves completed work orders for accuracy and completeness.
• Ensures mechanics properly document diagnosis, repairs performed, parts used, and labor hours.
• Utilizes fleet data to identify trends, recurring failures, and opportunities for improvement.

Preventive Maintenance (PM) Program

• Develops, manages, and monitors preventive maintenance schedules for City vehicles and equipment.
• Ensures PM services are completed according to mileage, hours, manufacturer recommendations, and City standards.
• Reviews PM inspection results and identifies repair needs.
• Tracks PM compliance percentage and develops corrective actions when needed.
• Provides daily direction and coaching to fleet mechanics.
• Establishes expectations for:
• Quality workmanship
• Safety
• Productivity
• Housekeeping
• Documentation
• Customer service
• Performing inspections of completed repairs
• Assisting with troubleshooting complex mechanical and electrical issues

Parts And Inventory Management

• Oversees parts purchasing, inventory control, and vendor coordination.
• Ensures proper parts documentation through work orders.
• Monitors inventory levels and establishes reorder points.
• Reviews parts usage and identifies cost-saving opportunities.
• Coordinates outside vendor repairs when necessary.
• Assists with researching, developing, and monitoring the unit budget.

Safety And Compliance

• Ensures fleet operations follow all City safety policies and procedures.
• Promotes a safety-first culture within the fleet shop.
• Ensures proper completion and review of Daily Vehicle Inspection Reports (DVIR).
• Identifies safety-critical repairs requiring immediate attention.
• Maintains compliance with applicable regulations and industry standards.

Customer Service / Department Coordination

• Serves as the primary fleet maintenance contact for City departments.
• Communicates vehicle status, repair timelines, and return-to-service updates.
• Works with department supervisors to prioritize fleet needs.
• Provides recommendations regarding replacement, repair, and life-cycle decisions.
• Assesses and resolves problems, issues and concerns pertaining to daily operations.

Facility And Shop Management

• Maintains organized and efficient fleet shop operations.
• Ensures proper housekeeping, tool accountability, and safe work areas.
• Maintains shop equipment, tools, and service areas.
• Supports continuous improvement initiatives.
• Performs other duties as assigned.

Typical Qualifications

• High school diploma or GED. Associate degree or technical leadership experience in Automotive Technology, Diesel Technology, or related field highly desirable.
• Five (5) years of experience in automotive, diesel, heavy equipment repair, or fleet maintenance.
• Possession of or the ability to obtain a valid Florida driver's license with a safe driving record within 30 days of employment.
• Experience using fleet management software.
• Possession of or the ability to obtain CPR/First Aid/AED certifications within six (6) months of employment.
• Experience with diesel engines, hydraulic systems, electrical diagnostics, heavy equipment repair, emergency vehicles, construction equipment preferred.
• Two (2) years of supervisory or lead technician experience preferred.
• Previous customer service experience preferred.
• Possession of or the ability to obtain a Florida Class B CDL driver's license preferred.
• Equivalent combinations of education and experience may be considered.

Supplemental Information

KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of fleet maintenance operations and repair procedures.
• Knowledge of automotive, diesel, and heavy equipment systems.
• Knowledge of fleet preventive maintenance programs.
• Knowledge of fleet management software systems.
• Knowledge of parts inventory management.
• Knowledge of OSHA safety practices and workplace safety standards.
• Knowledge of federal, state and local regulations regarding hazardous waste programs.
• Knowledge of diagnostic procedures and repair documentation.
• Knowledge of supervisory principles and employee development.
• Knowledge of leading and motivating employees.
• Skill in the use of hand, power, and various fleet tools and hydraulic lifts.
• Skill in reading and interpreting repair manuals, schematics, and technical information.
• Skill in prioritizing and organizing multiple repair demands.
• Skill in analyzing fleet data and identifying improvement opportunities.
• Skill in providing quality customer service.
• Skill in inspecting vehicles and assessing feasibility of major repairs.
• Ability to develop policies, procedures, and maintenance standards.
• Ability to accurately maintain records and reports.
• Ability to listen well and effectively communicate orally and in writing with various audiences.
• Ability to effectively analyze problems, identify alternative solutions, project the consequences of proposed actions, and implement recommendations in support of work plans and goals.
• Ability to assist with researching, developing, and monitoring the unit budget.
• Ability to coordinate services and activities with other departments, divisions, and outside agencies.
• Ability to handle heavy workload and diverse demands effectively.
• Ability to train and lead employees.
• Ability to develop and implement operating procedures, standards, and guidelines.
• Ability to exercise discretion and independent judgment involving service requests and issues.
• Ability to use standard office equipment, computer equipment and software including word processing, database management, spreadsheet applications and electronic mail.
• Ability to establish and maintain effective working relationships with city employees, management, suppliers, and vendors.

SUPERVISORY CONTROLS The Facilities Maintenance Manager assigns work in terms of general instructions and reviews completed work for compliance with safety, procedure, accuracy, timeliness and quality.