Fleet & Vanning Manager

Job Description

Job Description

Title: Fleet & Vanning Manager

Employee Status: Regular Full Time

Work From Home Option: Not Applicable

FLSA Status: Exempt

Job Overview:

The Fleet & Vanning Manager oversees activities, equipment and associated maintenance related to NYRA-owned vehicles with an emphasis on horse transportation between NYRA properties through NYRA-owned horse trailers and contracted vendors. This role manages union Van Drivers, ensures compliance with DOT, NYSGC, and NYRA rules, and maintains a safe, reliable, and compliant vehicle fleet. In addition to vanning operations, this individual is responsible for fleet-wide maintenance, scheduling, compliance, budgeting, and vendor management to ensure the efficiency and safety of NYRA’s transportation assets.

Essential Functions:

Fleet Management Responsibilities
• Develop and oversee preventive maintenance schedules for all NYRA vehicles, ensuring regulatory compliance and maximum uptime.
• Monitor and track vehicle usage, mileage, fuel consumption, and operating costs.
• Maintain accurate records of all vehicle inspections, registrations, licensing, and insurance.
• Ensure vehicles comply with DOT and state inspection requirements.
• Establish procedures for vehicle replacement, procurement, and disposal.
• Implement fleet safety programs, including driver training, compliance with CDL standards, and accident/incident investigations.
• Manage fuel purchasing, usage monitoring, and vendor accounts.
• Oversee fleet budget planning, forecasting, and cost-control initiatives.
• Recommend and implement fleet technology solutions (e.g., GPS, telematics, digital maintenance logs).

Vanning & Transportation Oversight
• Oversee the entire NYRA vanning process, including loading and unloading of horses into NYRA vans.
• Schedule and supervise all union van drivers and non-union employees.
• Ensure compliance with the CBA, DOT, NYSGC, and NYRA House Rules.
• Manage vendor relationships with third-party van companies to ensure contractual compliance and operational efficiency.
• Maintain high safety standards for all horse and human transportation activities.
• Coordinate transportation needs for equine medical review, diagnostics, and quarantine requirements.
• Work closely with Barn Area Supervisor, Barn Area & Vanning Coordinator and security to address issues within the stable area and on NYRA vans.

Compliance & Reporting
• Maintain accurate records of fleet and vanning operations, including horse details, loading procedures, and vehicle maintenance.
• Generate reports on vanning and fleet performance, efficiency, costs, and utilization.
• Ensure compliance with DOT random drug/alcohol testing protocols in partnership with Health and Safety Manager.
• Support audits and inspections related to fleet and transportation operations.

Continuous Improvement
• Identify areas for operational improvement in vanning and fleet processes including establishing preventative maintenance schedules, etc.
• Introduce new systems, technology, or procedures to enhance efficiency, safety, and cost-effectiveness.
• Actively monitor industry best practices in fleet and equine transport management.

Qualifications:

Minimum Requirements:

Education: High School Diploma or GED required; Associate’s or Bachelor’s degree in Logistics, Transportation Management, or related field preferred.

Experience: 3–5 years in the equine industry (racing and/or transportation preferred) and prior experience managing a vehicle fleet strongly desired. Must have significant background with trucks, tractors, and heavy equipment operations and maintenance.

Other Requirements:

• Class A Commercial Driver’s License (CDL) required.
• Extensive knowledge of truck, tractor, trailer, and heavy equipment operations and safety practices.
• Mechanical aptitude with ability to identify and address basic vehicle and equipment issues.
• Knowledge of horse racing schedules and logistics.
• Familiarity with DOT, OSHA, and fleet safety regulations.
• Strong organizational and interpersonal skills; bilingual (English/Spanish) preferred.
• Proficiency in MS Word, Excel, and fleet management systems.

Summary of Physical Requirements and Work Environment:

The role requires frequent movement around stable and track areas, climbing into and out of vehicles, lifting up to 50 lbs, vehicle inspections, and responsible for all maintenance to vehicles required . Work is performed in both office and outdoor environments, with exposure to varying weather conditions, noise, and proximity to horses. The position demands availability on weekends, evenings, and holidays to support racing schedules and transportation needs.

Pay Range / Salary: $81,000-$121,000