Fleet Manager / Safety Coordinator

Position Summary

The Fleet Manager / Safety Coordinator is responsible for overseeing the company’s fleet of service vehicles to ensure safety, compliance, reliability, and cost efficiency. This role combines hands-on fleet coordination with safety oversight, preventive maintenance, vendor management, and technician support.

The primary goal of this position is to keep vehicles safe, compliant, and operational while supporting technicians and plumbers who rely on their vehicles every day to serve customers.

This role is both proactive and reactive—focused on preventive maintenance, safety compliance, and documentation, while also responding quickly to day-to-day vehicle issues, accidents, and unexpected situations.

Key Responsibilities

Fleet Operations & Maintenance

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  Manage scheduled vehicle inspections, mileage logs, and maintenance tracking through Fleetio.

  
  


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  Coordinate routine and major vehicle repairs with approved vendors and mechanics.

  
  


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  Perform or oversee minor “fix-as-you-go” repairs (wipers, bulbs, tires, fluids).

  
  


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  Monitor fuel card usage weekly and review monthly with the GM.

  
  


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  Maintain accurate fleet records including registration, emissions, insurance, and service history.

  
  


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  Walk the fleet regularly to identify cleanliness, safety, and maintenance issues.

  
  

Safety & Compliance

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  Support safe driving practices and reinforce company driving standards.

  
  


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  Review weekly driving style reports and escalate concerns to leadership.

  
  


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  Coordinate accident and incident documentation with the Safety Director.

  
  


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  Ensure vehicles remain compliant with state requirements (smog, registration, VIN inspections).

  
  


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  Assist with safety documentation and compliance reporting as required.

  
  

Technician & Plumber Support

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  Serve as the primary point of contact for vehicle-related questions.

  
  


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  Train technicians and plumbers on basic vehicle care and troubleshooting.

  
  


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  Communicate clearly with field teams regarding maintenance schedules and expectations.

  
  


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  Work closely with dispatch and managers to avoid missed appointments and no-shows.

  
  

New Vehicle Onboarding & Decommissioning

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  Coordinate insurance setup, Fleetio entry, fuel cards, GPS/camera installs, and vehicle numbering.

  
  


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  Manage vehicle upfitting, wraps, equipment installation, and vendor scheduling.

  
  


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  Ensure proper documentation, titling, and registration with the DMV.

  
  


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  Assist leadership in evaluating when vehicles should be repaired or retired.

  
  

Vendor & Inventory Management

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  Maintain relationships with approved vendors (mechanics, tire services, wraps, equipment installers).

  
  


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  Track inventory of fleet supplies (wipers, fluids, magnets, chargers, safety items).

  
  


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  Coordinate purchasing requests through approved internal channels.

  
  

Qualifications

Required

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  Experience in fleet management, vehicle coordination, or operations support

  
  


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  Strong organizational and documentation skills

  
  


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  Comfort working with software systems (Fleetio, spreadsheets, vendor portals)

  
  


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  Ability to manage multiple priorities in a fast-paced environment

  
  


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  Strong communication skills with technicians, managers, and vendors

  
  

Preferred

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  Experience in HVAC, plumbing, construction, or home services

  
  


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  Safety or compliance coordination experience

  
  


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  Familiarity with fuel card programs, GPS tracking, and vehicle telematics

  
  


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  Mechanical aptitude (not a mechanic role, but hands-on comfort is essential)

  
  

Key Performance Indicators (KPIs)

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  Fleet compliance rate (registration, smog, inspections)

  
  


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  Vehicle downtime reduction

  
  


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  Fuel card compliance and cost control

  
  


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  Preventive maintenance completion rate

  
  


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  Safety incident response timeliness

  
  


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  Accuracy and completeness of fleet documentation