Fleet Operations Program Manager (Hybrid-Remote)

Job Description

Job Description:\n\n Job Summary The Fleet Operations Program Manager provides strategic leadership and accountability for OASIS Infrastructure Asset Maintenance's entire fleet program, encompassing highway and road maintenance operations across the states where OASIS operates. This role is responsible for ensuring fleet availability, cost control, regulatory compliance, and operational performance across all vehicles and equipment supporting DOT contract execution. Reporting to the Senior Director of Internal Operations (SDIO), the Fleet Operations Program Manager sets the direction for fleet strategy, establishes performance standards and key metrics, and holds the fleet team accountable for delivering measurable results. This position directly supervises the Fleet Coordinator, who handles day-to-day fleet administration, vendor coordination, and maintenance scheduling, and is ultimately accountable for fleet readiness, total cost of ownership, compliance with DOT and FMCSA regulations, and the alignment of fleet resources with project requirements across all contract portfolios. KEY RESPONSIBILITIES AND OBJECTIVES: 1. Fleet Strategy & Performance AccountabilityDevelop and execute a multi-year fleet strategy aligned with OASIS's contract portfolio, growth plans, and operational requirements across all statesEstablish fleet performance standards and key performance indicators (KPIs), including fleet availability rate, utilization rate, cost per mile, cost per unit, downtime percentage, and maintenance compliance rateMonitor fleet performance metrics on a weekly and monthly basis, identifying trends, gaps, and corrective actions needed to meet targetsPresent fleet performance dashboards and reports to executive leadership, connecting fleet metrics to project performance and financial outcomesSet annual fleet goals tied to cost reduction, availability improvement, compliance, and operational efficiencyHold the Fleet Coordinator and fleet support staff accountable for achieving established targets and standardsBenchmark OASIS fleet performance against industry standards for highway maintenance and infrastructure operations 2. Financial Tracking, Budget, Expense & Cost ControlOwn the fleet budget across all expense categories (maintenance, fuel, parts, insurance, leasing, capital purchases, and disposal costs), with direct accountability for staying within approved allocationsLead annual fleet budget development in partnership with the SDIO and Finance, building bottom-up forecasts by location, vehicle class, and expense category, supported by historical data and operational projectionsMaintain accurate, real-time fleet financial data through OASIS financial systems, ensuring every fleet expense is captured, coded to the correct project or cost center, and traceable from source document to general ledgerEnforce job-cost allocation standards that tie every fleet expense (fuel, maintenance, parts, labor, equipment usage) to the specific project, contract, or cost center it supports, ensuring accurate contract profitability reportingReview and approve all fleet expenditures, ensuring purchases, repairs, and services are justified, properly coded, and aligned with budget targetsEnforce OASIS expense and procurement standards across the fleet program, ensuring all purchases follow approval workflows, proper documentation, and audit-ready recordsEstablish spending controls and approval thresholds for repairs, ensuring high-cost repairs are evaluated against replacement economicsTrack and report fleet spending variances monthly, providing the SDIO and CFO with clear explanations, root-cause analysis, and corrective action plansAnalyze total cost of ownership (TCO) for each vehicle and equipment class, identifying high-cost units, excessive repair spending, and replacement triggersDevelop cost reduction strategies through preventive maintenance optimization, vendor consolidation, fuel management, and lifecycle replacement planningEvaluate lease vs. buy decisions for all vehicle and equipment acquisitions, presenting cost-benefit analyses to leadershipMonitor fuel consumption and costs across the fleet, implementing fuel management controls and identifying waste or misuseOperate as a steward of company resources, applying the OASIS Way values of Ownership, Accountability, and Stewardship to every financial decision affecting the fleet program 3. Fleet Compliance & Regulatory OversightEnsure 100% compliance with DOT, FMCSA, OSHA, and state-specific fleet regulations across all vehicles and equipment in the states where OASIS operatesEstablish and enforce compliance monitoring systems that track inspection schedules, registration renewals, certification expirations, and regulatory deadlinesConduct regular compliance audits of fleet records, driver qualification files, and maintenance documentation, addressing gaps before they become violationsEnsure all vehicles pass required inspections (annual DOT inspections, state inspections, client-required inspections) on schedule with zero lapsesMonitor and enforce driver qualification requirements, including CDL status, medical certifications, MVR reviews, and DOT drug and alcohol testing complianceStay current on regulatory changes across all jurisdictions and implement updates to fleet policies and procedures proactivelyMaintain complete, audit-ready compliance documentation for all fleet assets and drivers, organized for client audits, DOT inspections, and insurance reviewsServe as the primary point of contact for DOT inspections, compliance inquiries, and regulatory matters related to fleet operations 4. Fleet Availability & Project PerformanceEnsure fleet availability meets or exceeds project requirements, targeting a minimum 95% fleet availability rate across all locationsMonitor equipment assignments against contract staffing plans and project schedules, ensuring every project has the vehicles and equipment needed to performTrack and report fleet availability by project location, identifying sites with chronic availability issues and implementing targeted corrective actionsCoordinate with Project Managers to anticipate upcoming equipment needs for new work orders, seasonal maintenance ramps, and contract mobilizationsDevelop contingency plans for equipment failures, including backup vehicle arrangements, rental agreements, and cross-project equipment transfersAnalyze the relationship between fleet performance and project performance, quantifying how downtime, unavailability, and equipment issues impact contract executionEnsure emergency response vehicles and equipment are maintained in ready-to-deploy condition for 24/7 call-out requirements 5. Fleet Monitoring, Telematics & Data ManagementOversee the fleet telematics program (Samsara or equivalent), ensuring all vehicles and equipment are tracked and monitored for location, utilization, driver behavior, and safety eventsEstablish standards for telematics data review, including daily monitoring of safety events, speeding, harsh braking, idling, and unauthorized useUse telematics data to identify underutilized assets, optimize vehicle assignments, and support right-sizing decisionsMonitor dashcam footage for safety incidents, near-misses, and driver behavior coaching opportunities, coordinating with Safety on corrective actionsDevelop fleet analytics reports that connect GPS, telematics, and maintenance data into actionable insights for leadership and Project ManagersEnsure GPS and telematics systems are properly installed, maintained, and functioning on all fleet assetsLeverage data from telematics, maintenance records, and fuel systems to drive continuous improvement in fleet operations and cost performance 6. Maintenance Program OversightEstablish and enforce preventive maintenance standards and schedules for all vehicles and equipment, ensuring compliance with manufacturer specifications and DOT requirementsMonitor preventive maintenance completion rates, targeting 100% on-time compliance across the fleetReview maintenance spending by unit, tracking repair history, and identifying vehicles that have exceeded economical repair thresholdsEvaluate vendor and shop performance on quality, turnaround time, and pricing, holding service providers accountable to standardsOversee the Fleet Coordinator's day-to-day handling of vendor relationships, ensuring preferred vendor networks deliver consistent quality and competitive pricing in each regionEnsure proper documentation of all maintenance activities, including work orders, parts used, costs, and warranty claimsDrive the transition from reactive to proactive maintenance through data analysis, predictive indicators, and scheduled replacement programs 7. Fleet Lifecycle & Capital PlanningDevelop and maintain a multi-year fleet replacement and acquisition plan based on age, mileage, condition, maintenance costs, and operational requirementsEstablish replacement criteria and triggers for each vehicle and equipment class, using TCO data to optimize replacement timingPartner with Procurement and Finance on capital equipment purchases, lease agreements, and disposal processesRight-size the fleet composition based on utilization data, contract requirements, and growth projections, eliminating underperforming and surplus assetsManage equipment disposal through trade-ins, auctions, and salvage, maximizing residual value recoveryForecast capital fleet needs for new contract startups, geographic expansion, and contract renewals 8. Safety Integration & Risk ManagementDevelop and enforce fleet safety policies covering vehicle operation, pre-trip inspections, accident reporting, and driver responsibilitiesMonitor vehicle incident and accident data, analyzing trends and implementing corrective actions to reduce frequency and severityCoordinate with the HSE Manager on fleet-related safety initiatives, driver behavior programs, and incident investigationsManage the fleet insurance claims process in coordination with Administration, ensuring timely reporting, documentation, and resolutionEstablish driver accountability standards, including consequences for preventable accidents, moving violations, and telematics safety eventsCoordinate driver training programs covering defensive driving, equipment-specific operation, and DOT regulatory requirements 9. Reporting & Executive CommunicationPrepare monthly fleet performance reports for the SDIO and executive leadership, including KPI dashboards covering availability, utilization, cost, compliance, and safety metricsPresent fleet performance reviews to the SDIO and executive team, with clear trend analysis and action plans for underperforming areasProvide project-level fleet cost reporting to support contract profitability analysis and budget reviewsPrepare data and documentation for insurance renewals, bonding submissions, and client compliance auditsReport on fleet capital needs and replacement forecasts to support annual budget planningCommunicate fleet policy changes, compliance updates, and program improvements to Project Managers and field leadership SUPERVISORY RESPONSIBILITIES:Directly supervises the Fleet Coordinator, who handles day-to-day fleet administration, vendor coordination, and maintenance schedulingProvides oversight and direction to all fleet support staff and contracted service providers through the Fleet CoordinatorSets performance expectations, conducts evaluations, provides coaching, and recommends personnel actions for direct reportsEstablishes fleet team goals and accountability structures aligned with organizational objectivesProvides functional oversight to Project Managers and field staff on fleet-related policies, equipment usage, and compliance requirementsBuilds fleet team capabilities through training, mentoring, and professional development REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES: Fleet Management & Industry KnowledgeComprehensive understanding of fleet management principles, including vehicle lifecycle management, preventive maintenance programs, asset optimization, and total cost of ownership analysisExpert knowledge of DOT regulations, FMCSA requirements, and state-specific commercial vehicle compliance across multiple jurisdictionsUnderstanding of highway maintenance and infrastructure industry fleet requirements, including heavy equipment, specialty vehicles, and work zone support equipmentKnowledge of fleet telematics systems (Samsara, Verizon Connect, Geotab), GPS tracking, dashcam platforms, and electronic logging devicesUnderstanding of fleet safety standards, accident investigation procedures, and driver qualification requirementsKnowledge of vehicle and equipment specifications, mechanical systems, and maintenance best practices sufficient to evaluate repair decisions and procurement options Financial & Analytical SkillsStrong budget development and management capabilities with proven ability to control costs and deliver against financial targetsProficiency in total cost of ownership analysis, lifecycle cost modeling, and lease vs. buy evaluationAbility to analyze complex fleet data, identify cost trends, and translate findings into actionable cost reduction strategiesSkills in developing KPI dashboards, performance reports, and executive-level presentations using fleet and financial dataUnderstanding of project cost allocation, job costing, and how fleet costs impact contract profitabilityCompetency in forecasting capital needs and building multi-year fleet replacement plans Leadership & Communication SkillsProven ability to lead through accountability, setting clear expectations, and holding the fleet team and vendors to measurable performance standardsStrong verbal and written communication skills for presenting fleet performance data to executive leadership, Project Managers, and field operationsAbility to build productive working relationships across geographically dispersed teams and partner effectively with Operations, Safety, Procurement, and FinanceNegotiation skills for securing favorable terms with vendors, service providers, equipment dealers, and leasing companiesCapacity to drive change, implement new processes, and build accountability in an organization that is still developing formal fleet management infrastructureStrategic thinking skills to align fleet management with broader business objectives, contract requirements, and growth plans Operational & Organizational SkillsExceptional organizational abilities with the capacity to manage fleet operations across multiple states simultaneouslyStrong attention to detail in compliance documentation, maintenance records, cost tracking, and financial reportingAbility to develop, implement, and enforce fleet policies and procedures that drive consistency, accountability, and cost controlEffective problem-solving skills with the capacity to address urgent equipment failures and operational disruptions decisivelyProcess improvement mindset focuse