Fleet manager job description template

Table 1: Position Identification

1. Position Summary

The Fleet Manager oversees the day-to-day operation, maintenance, regulatory compliance, and lifecycle management of all company-owned and leased vehicles and mobile equipment. This role ensures that the fleet operates safely, reliably, and cost-effectively to meet operational schedules and client commitments across [PROVINCE]. The Fleet Manager establishes preventive maintenance schedules, tracks fuel and repair expenses, manages relationships with external mechanical shops and equipment vendors, and ensures full compliance with federal and provincial commercial vehicle safety regulations. Operating as the primary operational authority on vehicle readiness, the Fleet Manager directly supports dispatch, field crews, and [OWNER_OR_MANAGER] by minimizing vehicle downtime and mitigating commercial transport risks.

2. Key Responsibilities

Fleet Maintenance and Lifecycle Management (20%)

• Establish and manage scheduled preventive maintenance programs for all light-duty, medium-duty, and heavy commercial vehicles to minimize unscheduled downtime.
• Diagnose mechanical issues reported by drivers, authorize repair work orders, and inspect completed maintenance prior to releasing vehicles back into service.
• Track vehicle replacement lifecycles, recommend vehicle acquisitions or retirements to [OWNER_OR_MANAGER], and coordinate the decommissioning and sale of surplus units.
• Maintain complete vehicle service history folders, warranty documentation, and maintenance logs in [HRIS_NAME] or the fleet management database.

Regulatory Compliance and Commercial Vehicle Safety (20%)

• Audit driver logbooks, hours-of-service records, and pre-trip/post-trip inspection reports daily to ensure compliance with [PROVINCE] transport regulations.
• Ensure all vehicles maintain valid commercial registrations, annual safety inspection certificates, insurance pink cards, and required permits.
• Monitor carrier safety profiles, track inspection reports from roadside enforcement, and implement corrective actions for any identified safety defects or infractions.
• Coordinate mandatory annual vehicle inspections and safety testing with licensed inspection facilities before expiry dates.

Driver Administration, Onboarding, and Safety Training (15%)

• Review driver abstracts prior to hire and conduct annual abstract reviews for all authorized personnel operating company equipment.
• Deliver vehicle orientation and defensive driving training to new operators, confirming familiarity with vehicle controls, cargo securement, and emergency protocols.
• Coordinate commercial driver medical exam tracking, licence renewal reminders, and specialized training programs including Workplace Hazardous Materials Information System (WHMIS) and cargo handling.
• Investigate all motor vehicle accidents and near-miss incidents involving company assets, determine root causes, and submit formal investigation reports to [POLICY_OWNER_TITLE] within [N_BUSINESS_DAYS] business days.

Fuel, Operating Costs, and Budget Management (15%)

• Administer corporate fuel card accounts, audit monthly fuel purchase receipts, and identify anomalous fuel consumption or unauthorized transactions.
• Track total cost of ownership per asset, including depreciation, fuel, insurance, tire wear, and repair expenditures, against approved fleet and operational budgets.
• Negotiate pricing agreements with local parts suppliers, tire vendors, towing operators, and mechanical repair facilities.
• Review, code, and approve all fleet-related invoices before submitting them to [PAYROLL_SYSTEM] or bookkeeping for payment.

Telematics, Asset Tracking, and Route Efficiency (15%)

• Monitor real-time fleet telematics and GPS tracking systems to assess vehicle location, engine diagnostics, idling time, speed, and driver behaviour metrics.
• Generate weekly telematics reports highlighting speeding events, harsh braking, excessive idling, and route deviations to review with [OWNER_OR_MANAGER].
• Collaborate with dispatch and operational supervisors to adjust routing and vehicle assignments, reducing fuel consumption and deadhead kilometres.
• Maintain telematics hardware functionality across all units, scheduling hardware replacements or firmware updates promptly.

Inventory and Emergency Response Coordination (15%)

• Manage on-site inventory of essential replacement parts, fluids, filters, emergency roadside kits, and [REQUIRED_PPE].
• Serve as the primary operational contact for after-hours breakdowns, towing coordination, and roadside emergency dispatch.
• Maintain seasonal readiness plans, including winter tire changeovers, engine block heater checks, and extreme weather contingency protocols.
• Ensure all company vehicles carry compliant safety kits, fire extinguishers, first aid kits, and spill containment equipment.

3. Qualifications & Experience

Table 2: Role Qualifications and Experience

4. Competencies

Table 3: Core Competencies and Behavioural Indicators

5. Working Conditions & Performance Measures

5.1 Working Conditions and Physical Demands

This role requires a balance of indoor administrative office work and hands-on outdoor field inspection across varied industrial and yard conditions. This baseline profile supports accommodation and return-to-work assessments under applicable human rights legislation.

Table 4: Working Conditions and Physical Demands

5.2 Performance Measures

Table 5: Key Performance Indicators

5.3 Career Path

• Typical Prior Roles: Commercial Dispatcher, Lead Commercial Driver, Fleet Administrator, Automotive/Heavy Equipment Service Advisor, Transportation Coordinator.
• Typical Next Roles: Operations Manager, Logistics Manager, Director of Fleet and Facilities, General Manager.

5.4 Acknowledgement and Signatures

This job description outlines the primary accountabilities, qualifications, and operational expectations of the Fleet Manager role. It is not designed to cover or contain a comprehensive listing of all activities, duties, or responsibilities required of the employee. Operational needs may require the assignment of additional duties, and [ORGANIZATION_NAME] reserves the right to amend this job description with reasonable notice to meet business requirements.

Employee Name (Print): ________

Employee Signature: ______ Date: ______

Manager Name (Print): [MANAGER_NAME]

Manager Signature: _____ Date: ________

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