Main Responsibilities and Required Skills for a Fleet Manager
A Fleet Manager is a professional who orchestrates the seamless operation of vehicle fleets within an organization. Whether it's a delivery service, a logistics company, or a corporate entity with a sizable vehicle pool, Fleet Managers play a pivotal role in ensuring the efficiency, safety, and cost-effectiveness of the fleet. In this blog post, we describe the primary responsibilities and the most in-demand hard and soft skills for Fleet Managers.
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Main Responsibilities of a Fleet Manager
The following list describes the typical responsibilities of a Fleet Manager:
Accept
Accept challenges and deals positively with adversity.
Address
Address all driver issue identified as quickly as possible - - Involve a manager when necessary.
Address driver concerns and issues.
Adhere to
Adhere to all Safety & Food Safety requirements.
Advise
Advise on opportunities to drive down life-cycle costs.
Analyze
Analyze and report on the department's daily and monthly operations.
Apply
Apply accountability standards based on key metrics and implement.
Assist
Assist in hiring Class A CDL drivers.
Assist in managing assigned fleet.
Assist in managing messaging for overall operation.
Assist the authorities in inquiries.
Assist with any queries from portfolio lenders.
Assist with automation of credit decisions and contract administration for SME customers.
Assist with product deliveries when needed & as department staffing needs dictate.
Assume
Assume ownership for each load from the point of dispatch to the point of delivery.
Attend
Attend training sessions to stay up to date on DOT & other regulations as needed.
Audit
Audit vendor's invoices for accuracy and processes for prompt payment.
Author
Author and maintain equipment integrity plans.
Build
Build synergies, methodologies and business solutions to enhance business growth.
Calculate
Calculate and file quarterly IFTA Taxes.
Check
Check driver expectations daily.
Coach
Coach and mentor team members as needed to support a high-performance team.
Collaborate with
Collaborate with cross-functional teams.
Collaborate with Fleet Vendor on acquisition and disposition of all Fleet Vehicles.
Communicate
Communicate and coordinate with third party carriers.
Communicate fleet needs with internal partners.
Communicate maintenance priorities to Fleet Supervisor to align with Project use and schedule.
Communicate Project equipment requirements.
Communicate with customer, driver, manager.
Complete
Complete internal Controlled Self-Assessment (CSA) for Car Fleet as required by P&G..
Conduct
Conduct driver training programs.
Conduct regular fleet audits.
Contact
Contact third party vendors for parts, repairs and supplies.
Contribute to
Contribute to the continuous improvement of the company and be recognized for your impact.
Coordinate
Coordinate and monitor drivers' requests for 'home time'.
Coordinate lowbedding or other transportation to facilitate fleet movement on project.
Coordinate Training / onboarding.
Coordinate vehicle inspections and repairs.
Coordinate with HSE & Compliance Manager for risk & communications with drive teams.
Coordinate with on-site Fleet Supervisor.
Create
Create and collaborate with vendors to source and disposition Fleet vehicles.
Create initiatives to reduce maintenance rework and ensure claims are filed if rework occurs.
Create / modify and manage a business plan that supports global EV goals.
Create / update and execute fleet policies and procedures.
Create, update and present shop reports to management on a timely basis.
Develop
Develop action plans to address underperforming areas.
Develop and enforce fleet policies.
Develop and execute savings strategy.
Develop and Maintain a wide variety of fleet operational guidelines.
Develop and maintain outside vendor and service provider relationships.
Develop and publish reporting to track assets, spend, and fleet opportunities.
Develop and update maintenance outlook spend estimates and monthly actuals.
Develop programs and processes to manage fuel cards including distribution and tracking.
Develop rapport with company drivers and owner operators.
Develop strategic plans for fleet optimization.
Direct
Direct Transportation activities in all aspects of planning & execution of product deliveries.
Dispatch
Dispatch complete and accurate load information at all times.
Document
Document and update all Fleet SOP's.
Document cost savings from point of sale negotiation and invoice auditing.
Educate
Educate drivers to reinforce Policy and SOP compliance.
Enforce
Enforce vehicle policies to minimize risk to the firm and to protect our employees.
Engage
Engage FMC and team members where appropriate.
Ensure
Ensure all equipment is running and all drivers available.
Ensure all P&G Standard Operating Procedures (SOPs) & Policies are adhered.
Ensure compliance with safety regulations.
Ensure proper coverage of mechanics and associated fleet administrators to meet project needs.
Ensure proper documentation and record-keeping.
Ensure shop databases are updated and current.
Ensure supplier performance meets the target level.
Ensure that all messages from drivers are answered within 15 minutes.
Ensure that current procedures are always available to drivers.
Ensure that the tasks listed in the program are completed within the intervals specified.
Ensure transport compliance with regulations.
Enters
Enters purchase order into the repair authorization system.
Escalate
Escalate issues with regional or global vendors where appropriate.
Escalate Policy or SOP exceptions to appropriate Stakeholder.
Evaluate
Evaluate and select fleet vendors.
Facilitate
Facilitate the Renting and Purchasing of Equipment, Trucks, Trailers, etc.
Follow-up
Follow-up action plans on opportunity areas identified.
Forecast
Forecast goals for the fleet department.
Go
Go over the shift turnover from the previous shift and take the required action.
Handle
Handle insurance claims and risk management.
Implement
Implement cost-saving measures.
Implement environmental sustainability initiatives.
Implement preventive maintenance programs.
Implement telematics systems for tracking.
Initiate
Initiate and maintain a fleet specific annual overhaul budget and multiyear plan.
Interact with
Interact with clients to ensure customer satisfaction.
Interact with customers and clients.
Keep
Keep abreast of industry trends and regulations.
Keep in country vehicle pool fleet at an optimum level.
Lead
Lead the implementation of same.
Liaise with
Liaise with HR, payroll and GRS where applicable.
Listen
Listen to voicemails and input updates in applicable software system(s).
Maintain
Maintain a clean working environment.
Maintain and manage Truck / Trailer inventory (i.e. what is in yards, location of keys, etc.).
Maintain and schedule pick up / drop off time(s) and location.
Maintain a weekly / monthly list of all fleet equipment on the Project.
Maintain close relationships with clients and manufacturers commercial vehicle representatives.
Maintain company service logs and safety records.
Maintain driver weekend schedule.
Maintain effective employee relations.
Maintain updated FMCSA carrier safety profile.
Make
Make adjustments to delivery routes based upon capacity to optimize runs.
Make recommendations for driver selections and recruitment.
Make safety-conscious decisions in cooperation with the Department of Safety and Compliance.
Manage
Manage all drivers' daily activities and performance which includes.
Manage ancillary services such as Motor Insurance and Fuel Cards.
Manage and process Vendor Payments in line with P&G SOPs.
Manage communication, PO's, A / P process and the ongoing interface and performance of vendors.
Manage dedicated professional drivers and assist with local fleet.
Manage dedicated road drivers and assist with local fleet.
Manage deliveries throughout out its specific area.
Manage DMV renewals including insurance certificate and smog certificates.
Manage driver settlements.
Manage equipment requests to external parties (including fleet and third party vendors).
Manage finances or budget.
Manage fleet budget and expenses.
Manage fuel efficiency programs.
Manage gas cards which includes distribution and tracking of cards.
Manage in market fleet scorecard / metrics.
Manage lease verses purchase analysis.
Manage their fleet of assigned drivers productivity using critical performance indicators.
Manage the operational day-to-day relationship with the Car Leasing vendors.
Manage the personal, training, and service needs of an assigned fleet of drivers.
Manage the secure storage, and prompt reassignment of all surplus vehicles.
Manage the turbine overhaul program.
Manage the vendor relationship with original equipment manufacturers and repair / overhaul vendors.
Meet
Meet operational requirements for equipment availability.
Monitor
Monitor all equipment throughout the day.
Monitor and analyze fleet performance metrics.
Monitor and ensure fleet operation in compliance with local and state rules and regulations.
Monitor schedules and adjust.
Monitor shipment status in-transit and communicates updates to other departments as needed.
Monitor vehicle lifecycles and depreciation.
Negotiate
Negotiate for services and preferential rates.
Negotiate master agreements with leasing, rental, maintenance vendors for optimal.
Notify
Notify Customer Service and Planners if assistance is necessary to meet customer expectations.
Optimize
Optimize routes for time and fuel efficiency.
Optimize vehicle replacement cycles.
Oversee
Oversee and manage vehicle and equipment repairs with private and public insurance agencies.
Oversee PPSA registration process ensuring security perfection of the leased portfolio.
Oversee the collection process.
Oversee the contract administration process.
Oversee the scheduling and dispatching of vehicles and goods.
Oversee the setting of transportation service rates and monitor revenue.
Oversee vehicle maintenance schedules.
Participate in
Participate in data gathering, preparation and delivery of various reports.
Participate in gathering sports and social activities organized by the staff for the staff.
Participate in monthly stakeholder reviews with FMC.
Perform
Perform audits and validation of security fleet requirements as required.
Perform other duties as assigned.
Prepare
Prepare and communicate any procedure or supplier process changes to drivers.
Prepare and present monthly stakeholders reviews in market.
Process
Process the vehicle procurement to meet or exceed corporate compliance.
Procure
Procure and dispose of fleet assets.
Produce
Produce monthly in-country MI report covering key vehicle statistics for business stakeholders.
Provide
Provide AOG support of line and heavy maintenance groups, and of special projects.
Provide businesses monthly maintenance cost forecast for the rail fleet.
Provide day to day management of our drivers within the working site.
Provide excellent customer service when interacting with customers.
Provide feedback to vendors regarding the services they provide through the vendor scorecard process.
Provide forecast of required products, parts, and assets needed on an ongoing basis.
Provide guidance to Stakeholders of potential risk.
Provide input and guidance on maintenance cycles in order to assist with business fleet sizing.
Provide input and information into the Director's operational plans and strategies.
Provide leadership and direction to accounts receivable team.
Provide leadership and direction to credit team.
Provide logistics support to ongoing land and air operations.
Provide purchase orders for maintenance authorization and obtains approval as needed.
Provide regular reports to stakeholders.
Provide Subject Matter oversight for new account transitions.
Provide thorough and complete dispatch to achieve customer service goals.
Publish
Publish vehicle safety and usage data on a regular cadence to Field Operations.
Pursue
Pursue adjustments and / or corrections to invoices and turn over any proceeds to P&G..
Receive
Receive and verify invoices for all vehicles (owned or leased).
Record
Record and document load refusals and service failures.
Recruit
Recruit, train and supervise staff.
Reinforce
Reinforce company policies and adhere to company standards.
Report
Report any damages caused by a renter.
Resolve
Resolve billing discrepancies with vendors.
Resolve disputes and conflicts.
Respond
Respond to emergency situations promptly.
Retain
Retain a quality driving force by exceeding the needs of our customers and drivers.
Review
Review and approve customer refunds and write offs.
Review and maintain shop budgets and proper expenses.
Review each account's vehicle leases and provide accurate inventory data to the Global Finance team.
Review equipment utilization.
Review existing AR aging reports and make recommendations on more effective reporting structure.
Review existing credit policies and processes.
Review Monthly Equipment idle time with Fleet for accuracy and cost allocations.
Review / research electric vehicle (EV) options.
Review the vehicle cost allocations with the individual accounting teams to ensure alignment.
Source
Source and ensure best price purchasing for parts, out of shop repairs and supplies.
Source and negotiate with suppliers.
Stay updated on
Stay updated on technological advancements.
Support
Support National Fleet Team by providing updates on assets.
Support organizational direction and culture.
Support queries regarding forecasting and invoicing.
Support the maximization of asset utilization on a daily basis.
Track
Track fleet location on project.
Track fleet usage and maintain accurate inventory of equipment.
Understand
Understand the mechanical requirements of the trucking industry.
Update
Update driver Comments Fields as needed.
Utilize
Utilize fleet management software effectively.
Verify
Verify warranty coverage by examining manufacturer programs and historical data.
Work with
Work along with insurance specialist to track customer insurance.
Work Authorization / Security Clearance (if applicable).
Work equipment in for PM services - - Goal 0 overdue.
Work independently to resolve issues & communicates accordingly when additional input is needed.
Work well with all teammates.
Work with external / internal fleets to maximize utilization.
Work with Finance Department to create fleet capital and operational budgets.
Work with internally to maximize utilization.
Work with Risk / Legal on all insurance and claims issues.
Work with the Field Ops (FO) Operations Center to ensure vehicles are allocated correctly.
Write
Write maintenance procedures (TOPS) specific to equipment type.
Most In-demand Hard Skills
The following list describes the most required technical skills of a Fleet Manager:
Data analytics for performance evaluation.
Proficiency in fleet management software.
Knowledge of telematics systems.
Budgeting and financial management.
Understanding of vehicle maintenance.
Negotiation and vendor management.
Risk assessment and management.
Regulatory compliance expertise.
Proficiency in GPS and routing software.
Familiarity with automotive technology.
Vehicle diagnostics and troubleshooting.
Advanced Excel and data modeling.
Supply chain management.
Contract negotiation skills.
Fleet tracking and monitoring.
Familiarity with fuel management systems.
Inventory management skills.
Strategic planning and forecasting.
Environmental sustainability knowledge.
Emergency response and crisis management.
Most In-demand Soft Skills
The following list describes the most required soft skills of a Fleet Manager:
Leadership and team management.
Effective communication skills.
Problem-solving and critical thinking.
Decision-making under pressure.
Time management and organization.
Adaptability to changing situations.
Relationship building and networking.
Conflict resolution and diplomacy.
Customer service orientation.
Emotional intelligence and empathy.
Conclusion
In conclusion, the role of a Fleet Manager is multifaceted, requiring a blend of technical expertise and interpersonal skills. By mastering these responsibilities and skills, Fleet Managers can navigate the complexities of fleet management successfully, ensuring the smooth operation and continuous improvement of their organization's vehicle fleet.
