WHAT DOES A FLEET MANAGER DO?
Published: Apr 16, 2025 – The Fleet Manager develops and implements asset lifecycle strategies to optimize fleet costs, manage risks, and maximize remarketing opportunities. This position digitizes key operational processes, including pricing, logistics, insurance claims, and compliance, to improve efficiency and accuracy. The manager also collaborates with internal teams to align fleet profiles with demand, forecast lease terminations, and enhance customer value through advanced data insights and new technologies.
A Review of Professional Skills and Functions for Fleet Manager
1. Fleet Manager Responsibilities and Key Tasks
- Fleet Management: Manage the fleet within the company's financial and operational objectives, ensuring legal compliance.
- Customer Service: Enhance the brand and ensure the delivery of excellent customer service.
- Cost Control: Monitor vehicle SMR costs and investigate when above the expected threshold.
- Data Analysis: Collate monthly management information from suppliers and internally
- Reporting: Provide the Group Procurement Director with a monthly analysis dashboard for Board review.
- Issue Escalation: Ensure robust escalation processes are in place for the management of penalty notices and endorsements.
- Vehicle Maintenance: Maintain the vehicles, including the inspection of vehicles at the appropriate time
- Supplier Management: Management of fleet suppliers to ensure compilation and the accuracy of all SMR records and access to said via online portal tools.
- Performance Monitoring: Complete monthly Fleet KPIs by the agreed deadline and monitor performance.
- Issue Resolution: Investigate internal customer service issues provided by Service Centers, provide prompt feedback, and implement remedial actions.
- Contract Management: Ensure appropriate Contracts, KPIs, and SLAs are negotiated and in place with key suppliers.
2. Fleet Manager Roles and Details
- Vehicle Selection: Be responsible for the selection of appropriate vehicles, maintaining them, and making sure that they are in good shape to carry out their functions.
- Cost Efficiency: Make sure that the required vehicles are in top shape so that the company will be able to distribute its products or render services effectively at a minimal cost.
- Procurement Decision: Decide on the vehicles to buy (the ones that best suit the needs of the company at that point in time).
- Fleet Financing: Contribute to deciding the method by which the financing of the fleet will be done, and propose several options in the best interest of the company.
- Maintenance Scheduling: Set up scheduling programs that will help in maintaining the vehicles' operational abilities and prolonging their lifespan.
- Vehicle Servicing: Make sure that the vehicles are serviced regularly to keep up with deliveries and services to customers.
- Fleet Software Usage: Make efficient use of fleet management software to regulate data collection and record procedures for monitoring vehicle performance.
- Data Analysis: Screen and analyze acquired data to be able to take necessary measures to reduce operational costs.
- Telematics Implementation: Implement telematics and GPS devices to monitor the driving patterns of drivers, location, distances, and asset control.
- Policy Management: Create and manage fleet policies and/or procedures, regarding vehicle transportation for employees in the conduct of the Company's business.
- Industry Monitoring: Schedule and monitor current trends in the industry
- Fuel Management: Monitor fuel purchases by administering fuel cards for all vehicles to their respective drivers to regulate costs/expenses.
- Reimbursement Program: Be responsible for the Vehicle Reimbursement Program.
3. Fleet Manager Key Accountabilities
- Fleet Financials: Handle Fleet financials, identify all costs, allocate those costs, and support as a regional operation to enable forecasts.
- Service Delivery: Lead North America (NAM) Fleet Management service delivery by achieving targets like productivity, cost, customer satisfaction, SLA, and KPI´s.
- Regulatory Compliance: Ensure compliance of the company with government regulations that have to do with the transportation industry.
- Change Management: Lead the change to ensure a seamless transition without business disruption between countries and businesses.
- Safety Measures: Take preventive measures to ensure the safety of vehicles and drivers
- Centralized Fleet Function: Provide a centralized Fleet Management function to maximize vehicle usage and the efficiency of the fleet operation.
- Digitization Adoption: Drive adoption of digitization (e.g., ERP) to enable agile and cost-effective operations and services.
- Performance Monitoring: Monitor and report performance metrics, communicate, and follow up on performance indicators
- Expense Reporting: Regularly report the expenses and performance of the fleet to the management of the company.
- Employee Environment: Provide Fleet employees with a unique work environment that balances exceptional customer service, hard work, and personal growth.
- Leadership Guidance: Provide 1st line of leadership guidance
- Fleet Support Services: Support GBS FIES Fleet-managed countries for solutions and ‘fit for purpose’ services to equip them to deliver high-quality, cost-efficient services.
- Planning Support: Help the countries in effective planning and organizing to minimize stress arising from change.
4. Fleet Manager General Responsibilities
- Fleet Software Usage: Utilize the fleet management software to proficiently manage equipment
- Team Management: Manage multiple shops, as well as a team of field mechanics and drivers
- Parts Management: Organize, assess, and purchase necessary parts
- Fleet Scheduling: Schedule, organize, and manage the company fleet
- Logistics Coordination: Plan, coordinate, and monitor equipment logistics operations
- Equipment Support: Assist with equipment inspection, troubleshooting, and repairs
- Maintenance Programs: Assist with the implementation, management, and facilitation of maintenance programs
- Service Cycle Analysis: Measure the cycle time of maintenance service on returned units, and develop tools within the operating system to track and improve.
- Fleet Walk Leadership: Lead monthly Fleet Walk reviews to track asset activity and short-term actions across the branch network.
- Deal Pricing Support: Support the asset specification team in managing deal pricing by leveraging current business process flow tools.
- High-Volume Pricing: Handle incoming requests for pricing in high-volume situations.
- Customer Experience: Embrace and promote a culture focused on building a world-class customer experience related to cold supply chain needs and activities
- Cross-Functional Collaboration: Actively participate in various cross-functional efforts to support business goals
5. Fleet Manager Role Purpose
- Maintenance Oversight: Oversee vehicle maintenance and regulatory compliance
- Downtime Reduction: Work closely with the maintenance team to find ways to reduce downtime due to repairs or lack of routine maintenance
- Operational Analysis: Analyze the effectiveness of the operation
- Fleet Optimization: Implement a strategy to increase the optimization of the fleet
- Policy Enforcement: Implement and enforce transportation scheduling and policy changes
- Policy Compliance: Maintain the department's compliance with company policies and procedures
- Legal Compliance: Ensure the departments' adherence to applicable law and regulations
- Record Management: Ensure all records are up to date and recorded on relevant systems
- Information Collection: Takedown contact information and vehicle specifications from correspondents.
- Issue Documentation: Note issues or concerns indicated by correspondents on the work order.
- Office Support: Perform general office duties to assist the Fleet Services department in expanding its existing relationships.
- Process Improvement: Identify work process improvements that will lead to increased productivity and effectiveness.
- Workload Support: Assist the Fleet Service Department in reducing work overload on team members.
6. Fleet Manager Essential Functions
- Cross-Department Collaboration: Collaborates with other departments and leadership to identify and develop needs and requirements for equipment, materials, products, and acceptable substitutions.
- Asset Availability Assessment: Assesses current asset availability and reasonably predicts future availability based on the market, delivery systems, and other variables.
- Surplus Management: Plan the removal and/or disposal of surplus equipment or materials.
- Policy Management: Drafts, communicates, implements, and manages instructions, policies, and procedures for purchasing and contract management.
- Bid Evaluation: Evaluates and approves conditions for issuing and awarding bids.
- Vendor Issue Resolution: Resolves grievances with vendors, contractors, and suppliers.
- Asset Record Management: Maintains and/or implements systems to accurately and effectively manage the purchasing and record-keeping of equipment assets.
- Supplier Negotiation: Acts as the company’s representative in negotiations with suppliers.
- Vendor Sourcing: Source and evaluate new vendors as well as routinely price check and compare vendor prices.
- Team Leadership: Oversees the hiring, directing, and development of the logistics and purchasing staff to ensure quality work and satisfactory service to internal customers and external vendor partners.
- Employee Management: Handles all coaching, discipline, and termination of employees following company policy and values.
- Process Improvement: Seeks to continually improve processes to maximize the utilization and profitability of equipment.
7. Fleet Manager Additional Details
- Asset Lifecycle Management: Establish asset lifecycle management
- Cost of Ownership Management: Manage total cost of ownership of an asset, analyze PLM fleet to identify asset risks and remarketing opportunities
- Fleet Data Utilization: Utilize book values, fair market values, maintenance history, and related fleet data that will result in an optimized lease and rental fleet.
- Process Digitization: Digitize existing processes related to New Deal Pricing, Asset Manufacturing Schedules, Titling and Licensing, Logistics (asset relocation), Toll Violations, and Accident/Insurance Claims.
- Termination Planning: Partner with Asset Specification and Rental Growth Teams to develop termination and disposal plans, ensuring branch-level fleet profiles match local demand
- Asset Reporting: Develop a portfolio-level reporting package for senior management to monitor assets by vintage, type, and variation over time.
- Lease Forecasting: Forecast terminating leases and optimal return locations, and inform transportation cost forecasts.
- Customer Contact Program: Initiate a program to proactively contact customers for more accurate return dates and ensure the supply of replacement units.
- Disposal Planning: Inform Disposal planning to ensure proper fleet age and specification profile.
- Cross-Functional Coordination: Coordinate with functional leaders in Operations and the Commercial organization to identify opportunities to add value to customers through asset availability, asset configuration, and/or condition.
- Technology Identification: Identify new technologies and sensors that will benefit PLM customers.
- Cost/Benefit Analysis: Perform cost/benefit analyses with the PLM Customer Consulting Team and lead efforts to introduce to existing and new customers.
- Workflow Streamlining: Work in concert with counterparts in Connected Services, Maintenance, and Reporting and Analytics to streamline processes via simplification and digital workflow solutions in Dynamics CRM/365.
8. Fleet Manager Details and Accountabilities
- Business Relationship Management: Develop and maintain effective business relationships with Business Leaders and Directors by providing excellent customer service.
- Continuous Improvement: Operate the department with a continuous improvement approach to ensure quality and profitability.
- Performance Evaluation: Monitor and evaluate performance to provide direction and coaching for all associates and contractors involved in fleet administration.
- Lease Agreement Negotiation: Negotiate and review the Master Lease Agreement and make a recommendation to Senior Management.
- RFP Management: Request RFP’s from Lease Suppliers periodically to ensure we are getting the best rates and service in the industry.
- Contract Renewal: Review and renew the manufacturer's contract yearly for fleet incentives.
- Vehicle Selection Advisory: Advise Senior Management of any changes to vehicle selections.
- Procurement Partnership: Partner with the corporate Global Procurement organization.
- Global Collaboration: Participate with the global team on matters of fleet management, leasing expertise, and software innovation.
- Industry Knowledge Building: Attend the Fleet Conference and the Manufacturer Product Preview and gain knowledge of all the updates and changes that affect the Fleet.
- Professional Networking: Network with other internal and external Fleet Managers and share best practices.
- Budget Management: Develop a yearly budget, review the monthly budgets and forecast for the US and Canada, and also provide Management with reports.
9. Fleet Manager Job Description
- Executive Consultation: Advises and consults frequently with the Business Unit President, the CFO, Vice President Marketing, Vice President Sales, and other department heads on matters relating to the Sales Force incentive car program.
- Inquiry Response: Provide timely and accurate responses to inquiries and requests for assistance.
- Lease Record Reconciliation: Interface with the Vehicle Lease Management Companies to ensure their records and our records reconcile.
- Invoice Approval: Review and approve all Fleet Invoices monthly for the US and Canada Fleet.
- Policy Development: Participate in developing fleet policies and procedures for the US and Canada Fleet, train team members on procedures and ongoing updates, and ensure team compliance with procedures.
- Transport Cost Negotiation: Negotiate and set up a vehicle with the Transport Company to transport vehicles, to help reduce the transport cost.
- Used Vehicle Pricing: Review the used vehicle market prices and provide price guidelines for the Sales Force to purchase the vehicle assigned to them.
- Vehicle Sales Management: Handle all vehicle sales to the driver.
- Fleet Reporting: Provide monthly and year-end fleet (lease) reports to corporate finance and the business unit accounting department on fleet costs.
- Market Condition Analysis: Provide current and projected market conditions for the cars in the fleet to management and the business unit accounting department.
- Insurance Coordination: Partner with the Risk Management office on ongoing insurance-related responsibilities for the fleet in the US and Canada.
10. Fleet Manager Roles and Responsibilities
- Leadership Mentoring: Mentor leaders and provide general consultation and direction on fleet management, develop training programs, and provide training on fleet changes, processes, and practices.
- Team Management: Manage a team of analysts, clerks, safety and compliance specialists, who are focused on managing all licensing, purchases, disposals, registrations of assets, along with key management and creation of KBIs
- Variance Analysis: Review fleet maintenance and KPI reports and identify root cause of variances, find opportunities to minimize variances and improve cost management (e.g., parts inventory variance, tires)
- Work Plan Implementation: Develop, plan, organize, and implement work plans in support of fleet activities and continuous improvement
- Continuous Improvement: Generate continuous improvement plans on areas of opportunity, lead project teams to execute on continuous improvement plans, and/or support a local project team.
- Quote Approval: Approve quotes over $5000 or explore alternatives to quoted work.
- Financial Management: Manage financial components, including Profit and Loss and budgets
- Project Reporting: Provide regular updates on action plans, quantify ROI on project work, share knowledge within the Fleet network, and across the business.
- Vendor Management: Select local vendors and manage vendor relationships
- Operational Coaching: Coach supervisors, managers, and Distribution Centre Managers on operational efficiency
- Accident Review: Review accident damage per Distribution Centre and prepare action plans based on findings.
- Fleet Execution: Share ownership of the execution of the PM Schedule, daily fleet activity reporting, fleet budgeting, and proposing equipment for refurbishment to HQ.