Vehicle and Fleet Manager (54620)

ESSENTIAL DUTIES AND RESPONSIBILITIES

The Vehicle and Fleet Manager is responsible for the overall management, maintenance, compliance, and lifecycle of the organization’s vehicle fleet. The position ensures that vehicles are properly maintained, safe, compliant, and available to support program needs, while overseeing fleet-related budgets, vendors, records, insurance, and vehicle acquisition and replacement.  This role is responsible for driving operational efficiency, enforcing safety standards, and supporting specialized division of transport needs across Meals on Wheels (MOW), Older Adult Centers, Supportive Housing, and Property Management. Specific responsibilities include:

Fleet Operations & Asset Management

- Fleet Inventory and Administration: Maintain an accurate inventory of all organizational vehicles, including titles, registrations, inspections, keys/fobs, and related documentation.

- Preventive Maintenance & Repairs: Establish preventive maintenance schedules, coordinate repairs and servicing with external vendors, and deliver/retrieve vehicles as needed.

- Vendor Management: Manage vendor relationships (repair shops, dealerships, tire vendors, fuel suppliers and other fleet-related vendors; negotiate competitive rates and service agreements and monitor vendor performance.

- Vehicle Lifecycle Management: Monitor vehicle age, mileage, utilization, fuel efficiency, condition, and depreciation to inform capital replacement, acquisition, and asset disposal decisions.

- Safety and Compliance: Catalog and monitor vehicle safety recall notices, ensure completion of required actions, and maintain detailed repair, maintenance, inspections and compliance records/logs.

- Vehicle Inspections & Standards: Conduct periodic physical inspections to verify vehicle cleanliness, mechanical integrity, safety, and compliance with RiseBoro standards.

- Fleet Budget & Expenses: Monitor fleet-related expenditures, including maintenance, repairs, fuel, registration, insurance, and other operating costs; review invoices for accuracy and support budget planning.

- Accident & Insurance Coordination: Coordinate documentation and follow-up related to vehicle accidents, damage, insurance claims, and related incidents.

- Fleet Data & Reporting: Maintain accurate fleet records and provide regular reports on vehicle condition, maintenance, utilization, costs, compliance, and replacement needs.

- Program Support: Partner with program and operational leaders to ensure vehicles are appropriately assigned and available to meet organizational needs

Driver Management, Safety & Training

- Partner with HR to conduct Moter Vehicle Record (MVR) checks and background evaluations for new and current drivers

- Efficiency Conduct in-vehicle skills assessments and road tests for all newly hired drivers.

- Facilitate in-house training, coordinate annual driver safety programs with Risk Management, and research external training courses.

- Oversee accident reporting, complete investigations for Risk Management, and assist with post-accident corrective actions.

- Enforce driver compliance with local motor vehicle traffic laws and RiseBoro policies.

- Audit routes and monitor speed/traffic zones (e.g., school zones, bus lanes) to optimize efficiency and schedule adherence.

Telematics & Systems Management

- Serve as primary administrator for the GeoTab telematics system, including account setup, user training, and asset updates.

- Utilize GPS, telematics, and in-car camera systems to monitor driving behaviors (e.g., speeding, harsh braking, idling) and optimize routes.

- Generate weekly and monthly analytical reports to drive continuous fleet improvement.

COMPETENCIES

- Experience using telematics systems (GeoTab, Samsara, or similar); proficiency in MS Office (Excel, Word, PowerPoint, Outlook).

- Fleet management or safety certifications (e.g., Certified Fleet Professional, Smith System, NTSI) are highly preferred.

- Strong understanding of DOT regulations, NYS Vehicle & Traffic Laws, and NYC driving zones.

- Ability to lift up to 40+ lbs, walk extended distances, and climb stairs. Excellent written and verbal communication skills in English.

EDUCATION and EXPERIENCE

- Minimum 5 years of experience operating commercial, non-profit, or governmental fleet vehicles, with demonstrated supervisory or team management experience.

- Associate degree or equivalent certification in Supply Chain/Logistics, or a related field preferred.

- Valid NYS Driver’s License with a clean driving record (minimum 5 years driving experience required). Commercial Driver’s License (CDL) preferred.

Qualifications

Equal Employment Opportunity (EEO)/Affirmative Action Policy Statement

It is the policy of RiseBoro to provide equal employment opportunity to all employees and applicants for employment. No individual will be discriminated against on the basis of race, color, age, creed, religion, national origin, citizenship status, political or union affiliation, marital or partnership status, sex, sexual orientation or affectional preference, gender identity, familial status, genetic information or predisposition or characteristic, disability, status as a victim of domestic violence, status as a veteran or member of the U.S. military and related obligations, or any other characteristic protected by law. This policy applies to all terms and conditions of employment, including but not limited to, recruitment, hiring, job placement, compensation, benefits, training and apprenticeship, employee development, promotion, demotion, discipline, transfer, lay-off and recall, and termination. RiseBoro makes reasonable accommodations based on religion and/or disability as required by law, and requests for accommodation are to be directed to the Human Resources Department.