Fleet Manager

Job Description

Job Description

Opportunities, Inc. seeks to ensure that all people with intellectual and developmental disabilities are provided chances to build a broad range of skills, gain new knowledge, interact with their community, and, most importantly, be provided with a variety of inclusive opportunities within the communities where they work, recreate, and live. We provide excellence in vocational, social, and adaptive skill development to help adults with disabilities achieve their fullest potential for independence and self-confidence.

JOB SUMMARY:

The Fleet Manager is responsible for the overall management, safety, maintenance, and operational readiness of Opportunities, Inc.’s vehicle fleet. This position ensures that reliable, safe, and appropriately equipped vehicles are available to support community-based services and transportation needs. The Fleet Manager oversees fleet systems, maintenance and compliance requirements, vehicle utilization, accidents and incidents, vendor relationships, and fleet-related documentation. The position also supervises Fleet Drivers, coordinates transportation routes, provides driver safety training, and works closely with program and agency leadership to anticipate fleet needs, manage costs, and plan for vehicle replacement and procurement.

The Fleet Manager serves as the primary point of contact for fleet operations and works to ensure that all vehicles, drivers, records, systems, and processes meet organizational, regulatory, safety, and operational requirements.

Office Location: Remote Hybrid, Laurel 20707 (temporarily in Lanham/Gaithersburg)

FLSA Classification: Full-time, Exempt

Salary Range: $65,000 - $70,000 annually

Position(s) Supervised: Drivers

Reports to: Director of Operations

ESSENTIAL FUNCTIONS:

• Manage the organization's fleet of vehicles, ensuring vehicles are well maintained and that older vehicles are cycled, as appropriate, to ensure that Opportunities, Inc.’s programs are stocked with reliable vehicles to deliver community-based services.
• Manage information systems tracking vehicle information, including iCareManager’s Fleet Management Module, Enterprise eFleet Portal, Wex Fuel, and GeoTab GPS tracking.
• Work with Program Managers and Fleet Drivers to set transportation routes and update the route sheet and route system.
• Supervise team of fleet drivers, including but not limited to scheduling, timesheet approvals, support, coaching, coordinating training needs, and arranging coverage for time off.
• Track routine vehicle maintenance needs and oil changes, ensure that all necessary maintenance is completed.
• Serve as the point of contact between Opportunities Inc. team members and external vendors, such as insurance and fleet companies as well as maintenance program preferred shops.
• Track and ensure that registration renewals are completed within required timeframes, emissions inspections are completed by due dates, and recalls for agency vehicles are completed.
• Assist in procurement of new vehicles and replacement of old vehicles.
• Conduct routine inspections of fleet vehicles for cleanliness, adequate supplies, and safety-related items.
• Ensure mileage logs, gas receipts, and other vehicle documentation is submitted by staff.
• Monitor utilization of gas cards, monitoring Wex fuel account daily for transactions and reconciling with receipts scanned in by staff.
• Manage vehicles incidents and accidents, including but not limited to arranging for tow services / backup vehicle, insurance claim reporting, repairs and reentry into the fleet.
• Manage all Incident / Accident Reports in iCM, ensuring that any needed information is obtained from the proper staff involved.
• Maintain an updated vehicle list with drivers assigned to each vehicle.
• Coordinate vehicle needs with programs and advise Director of Operations on vehicle needs.
• Track traffic / driver violations and work with leadership on performance management or training needs related to safe driving.
• Provide / coordinate training related to safe driving and Opportunities Inc. driver responsibilities and reporting requirements.
• Contribute to protocol development and/or updates regarding aspects of fleet management and driver safety.
• Field calls to the transportation line on RingCentral.
• Collaborate with Enterprise for leased vehicle tag renewals, as needed.Coordinate and/or complete any required forms related to vehicles, such as handicap tag applications.
• Secure insurance coverage for new vehicles and ensure that upload insurance documents are uploaded in iCareManager.
• Manage fuel cards for all vehicles, ensuring that all vehicles have an associated fuel card.
• Manage fuel card users, adding and/or removing Opportunities, Inc. staff, as appropriate, and communicating staff PINs to Supervisors.
• Ensure all necessary documents are securely stored in the vehicle pouch.
• Collaborate with Agency Leadership to budget for all fleet needs.
• Participate in cross-functional teams as appropriate.
• Other duties as assigned.

REQUIRED QUALIFICATIONS:

• 3–5 years of experience in fleet maintenance and/or fleet management.
• Experience supervising, scheduling, coaching, and supporting staff, preferably in transportation, fleet, logistics, or operations.
• Valid driver’s license, clean driving record, and reliable transportation.
• Strong communication and interpersonal skills, with the ability to work effectively with employees, leadership, vendors, and external partners.
• Strong organizational, time-management, prioritization, and problem-solving skills, with keen attention to detail.
• Experience managing fleet compliance requirements, including registrations, inspections, recalls, insurance documentation, and fuel programs.
• Experience managing vehicle accidents and incidents, including towing, repairs, insurance claims, documentation, and return-to-service processes.
• Experience monitoring driver safety, driving records, traffic violations, and compliance with organizational policies.
• Ability to develop and provide training on safe driving, vehicle use, incident reporting, and transportation procedures.
• Strong computer skills and the ability to learn and use fleet management, GPS/tracking, fuel management, scheduling, and other information systems.
• Ability to maintain accurate, confidential, and organized fleet records and documentation.
• Ability to work independently, exercise sound judgment, and make timely decisions related to vehicle safety, maintenance, and transportation operations.
• Ability to conduct routine vehicle inspections and travel between program locations as needed.
• Ability and willingness to provide transportation-time and after-hours support for urgent fleet matters, including breakdowns, accidents, route disruptions, and driver concerns.

PREFERRED QUALIFICATIONS:

• Bachelor’s degree strongly preferred, particularly in Business Administration, Operations Management, Transportation/Logistics, or a related field.
• Fleet Management Certification (e.g., CAFM) or other relevant transportation or fleet credential.
• Experience with Geotab, WEX, Enterprise Fleet Management, iCareManager, or similar fleet management systems.
• Experience managing a fleet of 20 or more vehicles and coordinating transportation across multiple programs or service locations.
• Experience managing a fleet in a nonprofit, human services, healthcare, community-based services, or other regulated environment.
• Knowledge of applicable Maryland vehicle registration, emissions, insurance, and transportation requirements.
• Experience with fleet budgeting, procurement, vehicle leasing, and capital replacement planning.
• Ability to analyze fleet data, including vehicle utilization, mileage, fuel consumption, maintenance costs, and replacement needs, and make recommendations to leadership.
• Experience developing or updating policies, procedures, and protocols related to fleet operations and driver safety.
• Experience working in a fast-paced environment with multiple competing priorities.

Opportunities, Inc. is an Equal Opportunity Employer.