Fleet Operations Program Manager (Hybrid-Remote)

Fleet Operations Program Manager (Hybrid-Remote) 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 Accountability Develop and execute a multi-year fleet strategy aligned with OASIS's contract portfolio, growth plans, and operational requirements across all states Establish 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 rate Monitor fleet performance metrics on a weekly and monthly basis, identifying trends, gaps, and corrective actions needed to meet targets Present fleet performance dashboards and reports to executive leadership, connecting fleet metrics to project performance and financial outcomes Set annual fleet goals tied to cost reduction, availability improvement, compliance, and operational efficiency Hold the Fleet Coordinator and fleet support staff accountable for achieving established targets and standards Benchmark OASIS fleet performance against industry standards for highway maintenance and infrastructure operations 2. Financial Tracking, Budget, Expense & Cost Control Own the fleet budget across all expense categories (maintenance, fuel, parts, insurance, leasing, capital purchases, and disposal costs), with direct accountability for staying within approved allocations Lead 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 projections Maintain 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 ledger Enforce 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 reporting Review and approve all fleet expenditures, ensuring purchases, repairs, and services are justified, properly coded, and aligned with budget targets Enforce OASIS expense and procurement standards across the fleet program, ensuring all purchases follow approval workflows, proper documentation, and audit-ready records Establish spending controls and approval thresholds for repairs, ensuring high-cost repairs are evaluated against replacement economics Track and report fleet spending variances monthly, providing the SDIO and CFO with clear explanations, root-cause analysis, and corrective action plans Analyze total cost of ownership (TCO) for each vehicle and equipment class, identifying high-cost units, excessive repair spending, and replacement triggers Develop cost reduction strategies through preventive maintenance optimization, vendor consolidation, fuel management, and lifecycle replacement planning Evaluate lease vs. buy decisions for all vehicle and equipment acquisitions, presenting cost-benefit analyses to leadership Monitor fuel consumption and costs across the fleet, implementing fuel management controls and identifying waste or misuse Operate 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 Oversight Ensure 100% compliance with DOT, FMCSA, OSHA, and state-specific fleet regulations across all vehicles and equipment in the states where OASIS operates Establish and enforce compliance monitoring systems that track inspection schedules, registration renewals, certification expirations, and regulatory deadlines Conduct regular compliance audits of fleet records, driver qualification files, and maintenance documentation, addressing gaps before they become violations Ensure all vehicles pass required inspections (annual DOT inspections, state inspections, client-required inspections) on schedule with zero lapses Monitor and enforce driver qualification requirements, including CDL status, medical certifications, MVR reviews, and DOT drug and alcohol testing compliance Stay current on regulatory changes across all jurisdictions and implement updates to fleet policies and procedures proactively Maintain complete, audit-ready compliance documentation for all fleet assets and drivers, organized for client audits, DOT inspections, and insurance reviews Serve as the primary point of contact for DOT inspections, compliance inquiries, and regulatory matters related to fleet operations 4. Fleet Availability & Project Performance Ensure fleet availability meets or exceeds project requirements, targeting a minimum 95% fleet availability rate across all locations Monitor equipment assignments against contract staffing plans and project schedules, ensuring every project has the vehicles and equipment needed to perform Track and report fleet availability by project location, identifying sites with chronic availability issues and implementing targeted corrective actions Coordinate with Project Managers to anticipate upcoming equipment needs for new work orders, seasonal maintenance ramps, and contract mobilizations Develop contingency plans for equipment failures, including backup vehicle arrangements, rental agreements, and cross-project equipment transfers Analyze the relationship between fleet performance and project performance, quantifying how downtime, unavailability, and equipment issues impact contract execution Ensure emergency response vehicles and equipment are maintained in ready-to-deploy condition for 24/7 call-out requirements Oversee the fleet telematics program (Samsara or equivalent), ensuring all vehicles and equipment are tracked and monitored for location, utilization, driver behavior, and safety events Establish standards for telematics data review, including daily monitoring of safety events, speeding, harsh braking, idling, and unauthorized use Use telematics data to identify underutilized assets, optimize vehicle assignments, and support right-sizing decisions Monitor dashcam footage for safety incidents, near-misses, and driver behavior coaching opportunities, coordinating with Safety on corrective actions Develop fleet analytics reports that connect GPS, telematics, and maintenance data into actionable insights for leadership and Project Managers Ensure GPS and telematics systems are properly installed, maintained, and functioning on all fleet assets Leverage data from telematics, maintenance records, and fuel systems to drive continuous improvement in fleet operations and cost performance 6. Maintenance Program Oversight Establish and enforce preventive maintenance standards and schedules for all vehicles and equipment, ensuring compliance with manufacturer specifications and DOT requirements Monitor preventive maintenance completion rates, targeting 100% on-time compliance across the fleet Review maintenance spending by unit, tracking repair history, and identifying vehicles that have exceeded economical repair thresholds Evaluate vendor and shop performance on quality, turnaround time, and pricing, holding service providers accountable to standards Oversee the Fleet Coordinator's day-to-day handling of vendor relationships, ensuring preferred vendor networks deliver consistent quality and competitive pricing in each region Ensure proper documentation of all maintenance activities, including work orders, parts used, costs, and warranty claims Drive the transition from reactive to proactive maintenance through data analysis, predictive indicators, and scheduled replacement programs 7. Fleet Lifecycle & Capital Planning Develop and maintain a multi-year fleet replacement and acquisition plan based on age, mileage, condition, maintenance costs, and operational requirements Establish replacement criteria and triggers for each vehicle and equipment class, using TCO data to optimize replacement timing Partner with Procurement and Finance on capital equipment purchases, lease agreements, and disposal processes Right-size the fleet composition based on utilization data, contract requirements, and growth projections, eliminating underperforming and surplus assets Manage equipment disposal through trade-ins, auctions, and salvage, maximizing residual value recovery Forecast capital fleet needs for new contract startups, geographic expansion, and contract renewals 8. Safety Integration & Risk Management Develop and enforce fleet safety policies covering vehicle operation, pre-trip inspections, accident reporting, and driver responsibilities Monitor vehicle incident and accident data, analyzing trends and implementing corrective actions to reduce frequency and severity Coordinate with the HSE Manager on fleet-related safety initiatives, driver behavior programs, and incident investigations Manage the fleet insurance claims process in coordination with Administration, ensuring timely reporting, documentation, and resolution Establish driver accountability standards, including consequences for preventable accidents, moving violations, and telematics safety events Coordinate driver training programs covering defensive driving, equipment-specific operation, and DOT regulatory requirements 9. Reporting & Executive Communication Prepare monthly fleet performance reports for the SDIO and executive leadership, including KPI dashboards covering availability, utilization, cost, compliance, and safety metrics Present fleet performance reviews to the SDIO and executive team, with clear trend analysis and action plans for underperforming areas Provide project-level fleet cost reporting to support contract profitability analysis and budget reviews Prepare data and documentation for insurance renewals, bonding submissions, and client compliance audits Report on fleet capital needs and replacement forecasts to support annual budget planning Communicate fleet policy changes, compliance updates, and program improvements to Project Managers and field leadership Supervisory Responsibilities Directly supervises the Fleet Coordinator ... Provides oversight ... Sets performance expectations, conducts evaluations, provides coaching, and recommends personnel actions ... Establishes fleet team goals and accountability structures aligned with organizational objectives Provides functional oversight to Project Managers and field staff on fleet-related policies, equipment usage, and compliance requirements Builds fleet team capabilities through training, mentoring, and professional development Required Knowledge, Skills, and Abilities Fleet Management & Industry Knowledge Comprehensive understanding of fleet management principles... Expert knowledge of DOT regulations, FMCSA requirements, and state-specific commercial vehicle compliance across multiple jurisdictions Understanding of highway maintenance and infrastructure industry fleet requirements... Knowledge of fleet telematics systems (Samsara, Verizon Connect, Geotab), GPS tracking, dashcam platforms, and electronic logging devices Understanding of fleet safety standards, accident investigation procedures, and driver qualification requirements Knowledge of vehicle and equipment specifications, mechanical systems, and maintenance best practices sufficient to evaluate repair decisions and procurement options Financial & Analytical Skills Strong budget development and management capabilities with proven ability to control costs and deliver against financial targets Proficiency in total cost of ownership analysis, lifecycle cost modeling, and lease vs. buy evaluation Ability to analyze complex fleet data, identify cost trends, and translate findings into actionable cost reduction strategies Skills in developing KPI dashboards, performance reports, and executive-level presentations using fleet and financial data Understanding of project cost allocation, job costing, and how fleet costs impact contract profitability Competency in forecasting capital needs and building multi-year fleet replacement plans Leadership & Communication Skills Proven ability to lead through accountability, setting clear expectations, and holding the fleet team and vendors to measurable performance standards Strong verbal and written communication skills for presenting fleet performance data to executive leadership, Project Managers, and field operations Ability to build productive working relationships across geographically dispersed teams and partner effectively with Operations, Safety, Procurement, and Finance Negotiation skills for securing favorable terms with vendors, service providers, equipment dealers, and leasing companies Capacity to drive change, implement new processes, and build accountability in an organization that is still developing formal fleet management infrastructure Strategic thinking skills to align fleet management with broader business objectives, contract requirements, and growth plans Operational & Organizational Skills Exceptional organizational abilities with the capacity to manage fleet operations across multiple states simultaneously Strong attention to detail in compliance documentation, maintenance records, cost tracking, and financial reporting Ability to develop, implement, and enforce fleet policies and procedures that drive consistency, accountability, and cost control Effective problem-solving skills with the capacity to address urgent equipment failures and operational disruptions decisively Process improvement mindset focused on moving from reactive to proactive fleet management through data and systems Ability to support 24/7 field operations, including after-hours response for critical equipment failures Education and Work Experience Required Education Bachelor's degree in Business Administration, Logistics, Supply Chain Management, Transportation Management, or related field OR an Associate's degree with additional 4+ years of relevant fleet management experience OR High school diploma/GED with 10+ years of progressive fleet management experience demonstrating equivalent knowledge, including 5+ years in a leadership role Required Work Experience Minimum 8 years of fleet management experience, with at least 5 years in a senior management role with direct accountability for fleet performance, compliance, and budget Demonstrated experience managing fleets of 100+ vehicles and equipment assets across multiple locations or geographic areas Proven track record of implementing fleet performance metrics and using data to drive cost reduction and operational improvement Experience managing fleet budgets of $500K or greater with documented cost control results History of managing DOT and FMCSA compliance programs, including vehicle inspections, driver qualifications, and regulatory audits Experience with fleet telematics implementation and using GPS/telematics data for fleet optimization and driver management Track record of building and leading fleet teams, including performance management, development, and accountability Experience managing vendor relationships, contract negotiations, and service level performance for fleet maintenance providers Preferred Education and Experience Bachelor's degree specifically in Business Administration, Logistics, or Supply Chain Management Master's degree in Business Administration (MBA) or related field Professional certifications: CAFM (Certified Automotive Fleet Manager), CPFP (Certified Public Fleet Professional), ASE (Automotive Service Excellence), PMP, or Lean Six Sigma 10+ years of fleet management experience in construction, infrastructure, highway maintenance, or similar field service industries Experience managing multi-state fleet operations with knowledge of varying state-specific regulations across the southeastern United States Background managing both light-duty vehicles and heavy equipment (dump trucks, mowers, loaders, specialty maintenance equipment) Experience implementing fleet management software and telematics systems (Samsara) from selection through deployment and optimization Track record of reducing total cost of ownership through strategic lifecycle management and preventive maintenance programs Experience in organizations that have undergone significant growth, mergers, or geographic expansion Background presenting fleet performance to executive leadership, clients, and regulatory agencies Familiarity with government contracting and public agency fleet compliance and documentation requirements Additional Requirements Valid driver's license with a clean driving record Ability to travel up to 30% to fleet locations, vendor facilities, and project sites across the states where OASIS operates Willingness to respond to fleet emergencies outside regular business hours as needed Must pass background check and drug screening per company policy Comfortable working in both office environments and field locations, including maintenance facilities, equipment yards, and active project sites #J-18808-Ljbffr