Fleet & Facilities Manager

Job Description

Job Description

Description:

Fleet & Facilities Manager

Department: Operations

Reports To: Chief Operating Officer

Direct Reports: Fleet Coordinator (if applicable), Facilities Technician(s), Warehouse & Maintenance Personnel, Third-Party Vendors

Location: West Palm Beach, FL

Employment Type: Full-Time

Position Summary

The Fleet & Facilities Manager is responsible for overseeing the Company's fleet operations, facility maintenance, physical assets, and workplace environment across multiple HVAC, plumbing, and home service locations. This role ensures company vehicles, buildings, equipment, and facilities are safe, operational, compliant, and well maintained to support daily business operations.

The Fleet & Facilities Manager develops and executes preventive maintenance programs, manages fleet acquisition and replacement strategies, oversees facility repairs and capital improvements, coordinates vendor relationships, and ensures compliance with safety, environmental, and regulatory requirements.

This position serves as the operational leader responsible for maximizing fleet reliability, maintaining company facilities, controlling operating costs, and ensuring all physical assets support business growth and operational excellence.

A successful Fleet & Facilities Manager is proactive, highly organized, customer focused, and accountable. They understand that efficient fleet operations and well-maintained facilities directly impact technician productivity, team member safety, customer experience, and overall business performance.

This individual builds strong relationships across Operations, Safety, HR, Finance, and branch leadership while continuously identifying opportunities to improve efficiency, reduce costs, extend asset life, and enhance workplace functionality.

Essential Duties and Responsibilities

Fleet Management

• Oversee the Company's fleet of service vehicles, sales vehicles, and support vehicles.
• Develop and manage preventive maintenance schedules for all fleet assets.
• Coordinate vehicle inspections, repairs, warranty work, registrations, and licensing.
• Monitor fleet utilization and recommend vehicle replacements or additions.
• Manage vehicle assignments, transfers, and disposal processes.
• Oversee GPS, telematics, fuel management, and fleet reporting systems.
• Ensure compliance with DOT requirements, vehicle safety standards, and company policies.
• Monitor fuel consumption, maintenance expenses, and operating costs.
• Investigate vehicle accidents and coordinate repairs with insurance carriers.
• Develop fleet standards that improve reliability, safety, and total cost of ownership.

Facilities Management

• Oversee maintenance and repair of all company offices, warehouses, and branch facilities.
• Develop preventive maintenance programs for buildings, HVAC systems, generators, lighting, plumbing, and other building systems.
• Coordinate facility renovations, capital improvements, and expansion projects.
• Ensure facilities remain clean, safe, professional, and operational.
• Manage building security systems, access controls, alarms, and surveillance systems.
• Coordinate janitorial, landscaping, pest control, and other contracted facility services.
• Develop annual facility maintenance budgets and capital plans.
• Ensure facilities comply with OSHA, ADA, fire, and local regulatory requirements.

Vendor & Asset Management

• Manage relationships with fleet maintenance vendors, contractors, suppliers, landlords, and service providers.
• Negotiate contracts and monitor vendor performance.
• Develop service level expectations and ensure quality workmanship.
• Maintain accurate inventory of fleet and facility assets.
• Coordinate purchasing of equipment, furniture, tools, and facility supplies.
• Monitor warranties and maintenance agreements.

Budget & Financial Management

• Prepare and manage fleet and facilities operating budgets.
• Monitor maintenance costs and identify opportunities for cost reduction.
• Analyze repair versus replacement decisions for vehicles and equipment.
• Forecast capital expenditures for fleet replacement and facility improvements.
• Track department performance against budget.

Safety & Compliance

• Partner with the Safety department to ensure compliance with OSHA and company safety standards.
• Conduct routine facility inspections and identify corrective actions.
• Maintain emergency preparedness plans and facility evacuation procedures.
• Ensure vehicle inspections and maintenance records remain current.
• Coordinate environmental compliance activities as required.

Project Management

• Lead facility improvement projects from planning through completion.
• Coordinate office relocations, remodels, and expansions.
• Support acquisitions by evaluating fleet and facility conditions.
• Manage project timelines, budgets, and contractor performance.
• Minimize operational disruptions during facility projects.

Leadership & Continuous Improvement

• Develop and maintain fleet and facilities policies and procedures.
• Coach and develop direct reports.
• Build standardized processes across all branch locations.
• Identify opportunities to improve efficiency through automation, technology, and process improvements.
• Provide regular reporting to executive leadership regarding fleet performance, facilities, capital projects, and operational risks.

Key Performance Indicators (KPIs)

• Fleet Vehicle Uptime
• Preventive Maintenance Compliance
• Fleet Operating Cost per Vehicle
• Vehicle Downtime
• Fleet Accident Rate
• Fuel Cost per Mile
• Facility Work Order Completion Time
• Preventive Maintenance Completion Rate
• Capital Project Completion Rate
• Budget Performance
• Vendor Performance
• OSHA and Safety Compliance
• Facility Inspection Scores
• Asset Utilization
• Internal Customer Satisfaction

Required Qualifications

• Bachelor's degree in business, Facilities Management, Operations Management, Construction Management, or related field preferred.
• 5+ years of progressive experience managing fleet operations, facilities, or property management.
• Experience managing multiple locations.
• Strong knowledge of fleet maintenance, building systems, and vendor management.
• Experience managing operating and capital budgets.
• Strong project management skills.
• Excellent organizational and problem-solving abilities.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent communication and leadership skills.
• Proficiency with Microsoft Office and fleet or maintenance management software.

Preferred Qualifications

• Experience in HVAC, plumbing, construction, transportation, or field service industries.
• Experience managing service vehicle fleets.
• Knowledge of OSHA, DOT, and FMCSA regulations.
• Experience with GPS and telematics platforms.
• Experience managing warehouse or distribution facilities.
• Facilities Management Professional (FMP) or Certified Facility Manager (CFM) certification.
• Experience supporting acquisitions and facility integrations.

Position Success

Success in this role is measured by maintaining a safe, reliable, and cost-effective fleet while ensuring all company facilities support efficient operations and provide a professional environment for team members and customers.

A successful Fleet & Facilities Manager proactively manages assets rather than reacting to failures. They develop preventive maintenance programs, control operating costs, improve fleet reliability, maintain safe and functional facilities, and ensure capital investments maximize long-term value.

This individual partners closely with Operations, Finance, Safety, HR, and executive leadership to ensure the Company's physical assets support continued growth while minimizing downtime, reducing expenses, and creating a safe and productive workplace across all locations.