Fleet & Facilities Manager

MIDWEST LANDSCAPE INDUSTRIES

Where the Grass IS Greener | Indianapolis, IN

Fleet & Facilities Manager

Department

Operations

Reports To

President

FLSA Status

Exempt, Full-Time

Location

6800 E. 30th Street, Indianapolis, IN 46219

Schedule

Monday – Friday, with seasonal availability for snow/ice events as needed

About MLI

Midwest Landscape Industries (MLI) has dedicated its team to the green industry, delivering exceptional landscape management, design, development, lighting, and irrigation services to commercial and residential clients across Central Indiana. MLI invests heavily in its people — offering industry-leading training, safety programs, and professional growth opportunities to maintain a best-in-business culture.

Position Summary

The Fleet & Facilities Manager is responsible for the day-to-day management, maintenance, and safety of MLI's vehicle and equipment fleet, along with the company's shop, yard, and facility grounds. This role ensures that trucks, trailers, mowers, and specialty landscape and snow/ice equipment are reliable, compliant, and ready to perform, while also maintaining a safe, organized, and well-functioning facility that supports crews across all divisions of the business. This is a hands-on leadership role that blends fleet operations, preventive maintenance, vendor management, regulatory compliance, and facilities oversight.

Key Responsibilities

Fleet Management

• Oversee the maintenance, repair, and lifecycle management of MLI's fleet of trucks, trailers, mowers, and landscape/snow removal equipment.

• Develop and manage a preventive maintenance program to minimize equipment downtime during peak landscape and snow seasons.

• Track vehicle and equipment inspections, registrations, titles, insurance documentation, and DOT compliance requirements.

• Maintain accurate maintenance records, service histories, and fleet utilization data; use data to inform repair vs. replace decisions.

• Manage relationships with dealers, repair shops, and parts suppliers to secure timely service and competitive pricing.

• Coordinate fuel management, including fuel cards, usage tracking, and cost control across the fleet.

• Partner with Operations leadership to plan seasonal fleet readiness, including snow/ice equipment turnover and spring landscape season prep.

• Support new vehicle and equipment purchase or lease decisions, including specification, budgeting, and vendor negotiation.

• Ensure all drivers and equipment operators have proper safety training.

Facilities Management

• Maintain the shop, yard, offices, and grounds at MLI's Indianapolis and Whitestown facilities. Ensure both are in safe, clean, and functional condition.

• Oversee building systems (electrical, HVAC, plumbing, overhead doors) and coordinate repairs with outside contractors as needed.

• Manage facility security, including access control, lighting, and monitoring systems.

• Organize shop and yard layout for efficient equipment staging, materials storage, and crew workflow.

• Ensure compliance with OSHA and other applicable safety regulations across the shop and yard, supporting MLI's Accredited Safety Program.

• Manage inventory and procurement of shop supplies, tools, and safety equipment.

• Support seasonal facility needs, including salt/material storage for snow operations and equipment winterization.

Leadership & Administration

• Supervise two small engine mechanics, shop, and facilities support staff, including scheduling, training, and performance management.

• Ability to use company systems: Aspire, GeoTab, Enterprise Fleet Management, Coast, B smart gas fuel station and Commander connect

• Develop and manage the fleet and facilities budget; identify cost-saving opportunities without compromising safety or reliability.

• Partner with HR and Operations on safety incident review, workers' compensation follow-up related to equipment, and OSHA recordkeeping.

• Serve as a key point of contact for crews needing equipment support, repairs, or facility issues resolved quickly.

Qualifications

• 3+ years of experience in fleet management, facilities management, or a related operations role; experience in landscaping, construction, or a green industry environment strongly preferred.

• Working knowledge of diesel and gas engine trucks, trailers, and outdoor power equipment maintenance.

• Familiarity with DOT compliance requirements for commercial vehicles.

• Experience managing vendor and dealer relationships, including negotiating service and purchase agreements.

• Strong organizational and record-keeping skills; comfortable using fleet management or maintenance tracking software.

• Demonstrated ability to lead, train, and hold a team accountable in a fast-paced, seasonal environment.

• Valid driver's license with a clean driving record; CDL a plus, not required.

• Ability to work occasionally early mornings, evenings, or weekends during snow/ice events.

Physical Requirements

• Ability to work both indoors (shop/office) and outdoors in varying weather conditions.

• Ability to lift up to 50 lbs. and perform occasional hands-on equipment inspection or repair work.

• Ability to stand, walk, bend, and move around a shop and yard environment for extended periods.

Why MLI

• Comprehensive health insurance plans and 401(k) program

• Vacation, sick personal time

• Professional license fee reimbursement

• Employee referral program

• A best-in-business culture that invests in its people