Fleet Specialist

Position Overview:

Under the direction of the Director of Clinical Logistics, the Fleet Specialist is responsible for the day-to-day management, maintenance coordination, readiness, and lifecycle support of Boston MedFlight’s ground vehicle fleet, including ambulances, support vehicles, and other assigned fleet assets.

The Fleet Specialist ensures that vehicles are safe, reliable, compliant, appropriately maintained, and available to support Boston MedFlight’s critical care transport mission. The position serves as the organization’s primary technical resource for ground fleet maintenance and works collaboratively with Clinical Logistics, Ground Operations, Safety, Facilities, Finance, Purchasing, and outside vendors.

The Fleet Specialist coordinates preventive and corrective maintenance, vehicle inspections and repairs, fleet records, vendor services, parts and equipment inventories, vehicle acquisition and replacement activities, and fleet performance monitoring. The position utilizes fleet management systems, telematics, maintenance data, and operational feedback to identify trends, reduce vehicle downtime, control costs, and improve fleet reliability.

This is a hands-on position requiring independent judgment, technical problem-solving, field response, and occasional work outside normal business hours.

Essential Responsibilities:

A. Fleet Readiness and Maintenance

1. Maintains operational readiness of Boston MedFlight ground ambulances, support vehicles, and other assigned fleet assets.
2. Develops, coordinates, and monitors preventive maintenance schedules based on manufacturer recommendations, regulatory requirements, mileage, engine hours, vehicle utilization, and organizational experience.
3. Coordinates routine and non-routine vehicle maintenance and repairs with internal stakeholders and outside service providers while minimizing operational downtime.
4. Evaluates reported vehicle discrepancies and determines appropriate corrective action, including repair priority, vendor referral, removal from service, or return to service.
5. Performs or coordinates vehicle inspections and minor maintenance, troubleshooting, adjustments, and repairs within the individual’s training, qualifications, and available resources.
6. Coordinates response to urgent vehicle maintenance needs and breakdowns, including after-hours support when required.
7. Works closely with Ground Operations and Clinical Logistics to ensure an appropriate number and distribution of vehicles are available to support scheduled and unscheduled operations.
8. Reviews completed repairs and maintenance activities to verify that identified deficiencies have been appropriately addressed before vehicles are returned to service.

B. Fleet Management Systems, Records, and Data

1. Maintains accurate and complete electronic maintenance records for each vehicle, including preventive maintenance, inspections, repairs, recalls, parts, tires, fuel, outside services, and associated costs.
2. Routinely audits fleet maintenance records for accuracy, completeness, and regulatory compliance.
3. Maintains and utilizes the organization’s Fleet Management Information System and other applicable fleet technology.
4. Utilizes telematics, GPS, mileage, engine-hour, fuel, maintenance, and other available fleet data to monitor vehicle utilization and performance.
5. Analyzes fleet data to identify maintenance trends, recurring mechanical issues, excessive idle time, abnormal operating costs, and opportunities to improve reliability and efficiency.
6. Develops periodic fleet reports and provides performance, maintenance, cost, and vehicle availability information to the Director of Clinical Logistics and other organizational stakeholders.
7. Ensures ground vehicle maintenance discrepancies reported through organizational safety or reporting systems are investigated, appropriately addressed, documented, and closed in a timely manner.

C. Vehicle Acquisition and Lifecycle Management

1. Assists the Director of Clinical Logistics with short- and long-term fleet planning, including vehicle acquisition, replacement, refurbishment, reassignment, and disposal.
2. Monitors vehicle age, mileage, maintenance history, reliability, operating costs, utilization, and condition to support evidence-based replacement recommendations.
3. Assists in developing technical specifications for new ambulances and support vehicles based upon operational requirements, safety, reliability, maintainability, lifecycle cost, and regulatory requirements.
4. Participates in vehicle selection, specification development, vendor meetings, pre-build planning, inspections, acceptance, commissioning, and deployment of new vehicles.
5. Evaluates new vehicle technologies, products, equipment, and maintenance practices that may improve safety, reliability, efficiency, sustainability, or lifecycle cost.
6. Maintains appropriate documentation regarding warranties, recalls, service campaigns, vehicle titles/registrations, and other fleet-related records as assigned.

D. Regulatory Compliance and Safety

1. Ensures Boston MedFlight ground vehicles remain compliant with applicable federal and state requirements governing ground medical transportation and motor vehicle operations.
2. Ensures fleet vehicles and associated maintenance practices support applicable organizational certification and accreditation requirements.
3. Works collaboratively with the Safety Department to ensure vehicle maintenance activities, work areas, equipment, and practices comply with applicable OSHA and organizational safety requirements.
4. Maintains awareness of applicable DOT, environmental, occupational safety, and other regulations affecting fleet operations.
5. Monitors manufacturer recalls, technical service bulletins, safety notices, and other vehicle-related advisories and coordinates appropriate corrective actions.
6. Identifies fleet-related safety risks and assists in developing corrective actions, policies, procedures, or equipment modifications to reduce risk.
7. Participates in the review of vehicle incidents or mechanical failures when requested and assists with identifying contributing mechanical or maintenance factors.

E. Vendors, Parts, Inventory, and Cost Control

1. Serves as the primary day-to-day liaison with vehicle dealerships, repair facilities, ambulance manufacturers, parts suppliers, towing providers, tire vendors, and other fleet-related service providers.
2. Obtains and evaluates estimates and repair recommendations and assists with determining the most appropriate and cost-effective repair strategy.
3. Monitors vendor performance, repair quality, turnaround time, warranty coverage, and service costs.
4. Maintains appropriate inventories of commonly required vehicle parts, fluids, tires, tools, and maintenance supplies necessary to support fleet operations.
5. Tracks fleet expenditures including maintenance, repairs, parts, tires, fuel, towing, and outside services.
6. Assists the Director of Clinical Logistics with development of the annual fleet operating and capital budget.
7. Monitors expenditures against approved budgets and identifies significant variances, emerging repair trends, or anticipated capital needs.
8. Identifies opportunities to reduce operating costs without compromising vehicle safety, reliability, or operational readiness.

F. Fuel, Utilization, and Fleet Efficiency

1. Monitors vehicle fuel consumption and related expenses and identifies unusual consumption patterns or opportunities for improved efficiency.
2. Reviews vehicle utilization to identify underutilized or overutilized assets and supports appropriate fleet distribution.
3. Utilizes available fleet data to evaluate idle time, mileage, maintenance cost per vehicle, downtime, and other key fleet performance indicators.
4. Supports organizational sustainability initiatives by evaluating fuel-efficient practices, alternative-fuel technologies, electrification, and other emerging fleet technologies when operationally appropriate.

G. Departmental and Organizational Support

1. Functions as the primary fleet subject-matter resource within the Clinical Logistics Department.
2. Works collaboratively with other Clinical Logistics personnel to coordinate vehicle availability with equipment, supply, and operational requirements.
3. Provides technical guidance to staff regarding vehicle condition, maintenance needs, vehicle equipment, and appropriate reporting of mechanical concerns.
4. Assists with development and revision of fleet-related policies, procedures, inspection processes, and maintenance standards.
5. Participates in departmental and organizational meetings and provides fleet-related updates as requested.
6. Supports special projects involving vehicle configuration, equipment mounting, storage solutions, vehicle modifications, and other operational improvements.
7. Maintains professional relationships with internal customers, external vendors, regulatory agencies, and other organizational partners.
8. Models compliance with Boston MedFlight safety and operational policies and adheres to the Boston MedFlight Code of Conduct.
9. Performs other duties and Clinical Logistics projects as assigned by the Director of Clinical Logistics.

IV. SKILLS AND ABILITIES

A. Working knowledge of automotive maintenance principles and the mechanical, electrical, electronic, and related systems found in modern light-, medium-, and/or heavy-duty vehicles.

B. Knowledge of preventive maintenance principles, vehicle inspection practices, repair processes, and fleet lifecycle management.

C. Experience with computerized Fleet Management Information Systems or similar maintenance-management software.

D. Ability to utilize telematics, maintenance records, fuel information, and other fleet data to identify trends and support operational decisions.

E. Strong mechanical aptitude and ability to evaluate vehicle problems and communicate effectively with technicians, vendors, and operational personnel.

F. Ability to independently prioritize multiple maintenance issues and projects based upon safety, operational need, cost, and vehicle availability.

G. Strong organizational, analytical, troubleshooting, and problem-solving skills.

H. Ability to maintain accurate technical, maintenance, inventory, regulatory, and financial records.

I. Proficiency with Microsoft Office applications, including Excel, and ability to prepare reports and analyze fleet-related data.

J. Strong oral and written communication skills and ability to communicate technical information to both technical and non-technical audiences.

K. Ability to develop and maintain effective working relationships with employees, vendors, manufacturers, repair facilities, and other organizational partners.

L. Ability to work independently with limited supervision while functioning effectively as part of the Clinical Logistics team.

M. Ability to exercise sound independent judgment in situations affecting vehicle safety and operational readiness.

N. Must be available for occasional after-hours response or consultation for urgent fleet maintenance issues.

O. Must possess predictable weekday availability and be able to travel between Boston MedFlight locations and outside service facilities as required.

V. QUALIFICATIONS

Required

A. High school diploma or equivalent.

B. Demonstrated experience in automotive, truck, emergency vehicle, fleet maintenance, transportation operations, or a closely related field.

C. Working knowledge of gasoline and/or diesel vehicle systems and automotive electrical and mechanical systems.

D. Experience coordinating vehicle preventive maintenance, repair, or fleet operations.

E. Valid driver’s license with driving record acceptable to Boston MedFlight’s insurance requirements.

F. Demonstrated ability to use computerized maintenance, fleet, inventory, or related information systems.

Preferred:

A. Associate’s or bachelor’s degree in automotive technology, fleet management, transportation, logistics, mechanical/automotive engineering, business, or a related field.

B. Five or more years of progressively responsible experience involving fleet maintenance, vehicle repair, emergency vehicles, or related operations.

C. Experience with ambulance, emergency vehicle, commercial truck, or specialty vehicle maintenance.

D. ASE, emergency vehicle technician (EVT), Certified Automotive Fleet Manager (CAFM), or comparable professional certification.

E. EMT certification or previous EMS/public-safety experience.

F. Experience with fleet telematics, GPS systems, vehicle data systems, or fleet performance analytics.

G. Experience participating in vehicle specification, procurement, upfitting, commissioning, or replacement projects.

H. Certified Emergency Vehicle Operator Instructor, preferable.

VI. WORKING CONDITIONS / PHYSICAL DEMANDS

A. Ability to lift and carry at least 50 pounds using proper body mechanics.

B. Ability to bend, stoop, crouch, kneel, climb, reach, and work in and around vehicles as necessary to perform inspections and maintenance-related activities.

C. Ability to safely work from ladders, approved maintenance stands, or elevated work surfaces when required.

D. Work may occur indoors and outdoors and may involve exposure to temperature extremes, precipitation, vehicle exhaust, fumes, oils, grease, fuels, cleaning agents, and other materials associated with vehicle maintenance.

E. Works in and around EMS vehicles and may be exposed to noise, vibration, non-conventional motion, and patient-care environments.

F. Appropriate personal protective equipment must be utilized as required by the task and organizational policy.

G. Position may require sitting, standing, driving, or working at a computer for extended periods.

H. Position requires travel between Boston MedFlight bases, vendor locations, repair facilities, and other operational sites.

I. Position is subject to occasional call-out or consultation outside normal working hours for urgent fleet-related operational needs.

VII. PHYSICAL EXAM / CONDITIONS OF EMPLOYMENT

A. Boston MedFlight employment physical and required periodic examinations.

B. Massachusetts CORI and FBI background checks will be performed prior to employment.

C. Driving record must meet applicable Boston MedFlight requirements for operation of organizational vehicles.