Fleet Manager

Job Title: Fleet Manager EXO Inc. has been protecting public infrastructure across the U.S. since 2009. Without consistent maintenance and quality assurance, critical assets face a growing risk of failure over time. EXO delivers engineering, inspection, and remediation services for lighting poles, transmission towers, and other infrastructure exposed to ongoing wear from usage, aging, and environmental conditions. With deep expertise in vertical infrastructure, EXO builds on years of engineering design and fabrication experience across utilities, telecom, transportation, and retail sectors. This foundation supports a comprehensive inspection and asset management approach that addresses both new installations and aging structures requiring immediate attention. Recognizing that full replacement is often impractical due to cost and safety constraints, EXO developed its "Ex-Tend" approach to manage assets throughout their entire life cycle. From initial quality assurance to ongoing inspection and targeted repairs, this method is designed to extend service life and improve reliability. Supported by data-driven insights, EXO helps clients monitor asset conditions and make informed, strategic decisions. Position Overview: The Fleet Manager is responsible for the strategic and day-to-day management of Exo's large, multi-location fleet consisting of 400+ vehicles, trailers, and equipment assets operating throughout the United States. This position is accountable for maintaining the operational readiness, safety, reliability, compliance, and cost-effectiveness of the company's fleet while supporting the needs of field operations. The Fleet Manager oversees fleet maintenance, repairs, inspections, registrations, licensing, asset assignments, utilization, telematics, vendor relationships, and fleet records. This role serves as a central point of coordination between Operations, Safety, Finance, Human Resources, drivers, field leadership, repair facilities, dealerships, rental providers, parts suppliers, and other external vendors. As Exo is an FMCSA-regulated motor carrier, the Fleet Manager plays a key role in ensuring vehicles and equipment are properly maintained and that fleet-related activities comply with applicable federal, state, and local laws, regulations, and company policies. The position is expected to proactively identify risks, reduce vehicle and equipment downtime, control costs, extend asset life, and continuously improve fleet processes and systems. The successful candidate will combine strong mechanical knowledge with operational leadership, analytical ability, vendor management skills, and a high level of accountability. This individual must be comfortable managing a high-volume fleet in a fast-paced, geographically dispersed environment where equipment availability directly impacts field productivity and customer commitments. Key Responsibilities Fleet Operations & Asset Management · Provide overall management and oversight of a fleet of 400+ vehicles, trailers, and equipment assets operating across multiple locations throughout the United States. · Maintain visibility into the location, status, assignment, utilization, condition, and operational readiness of fleet assets. · Coordinate vehicle and equipment assignments based on operational requirements, employee assignments, project needs, geography, and asset availability. · Monitor fleet utilization and identify opportunities to improve asset deployment, reduce underutilized equipment, and maximize return on fleet investments. · Coordinate the preparation, deployment, transfer, return, and reassignment of trucks, trailers, and equipment for field personnel and work sites. · Establish and maintain processes to ensure vehicles and equipment are properly equipped, maintained, inspected, and ready for deployment. · Develop and maintain asset lifecycle strategies, including acquisition, deployment, maintenance, replacement, resale, and retirement of fleet assets. · Partner with Operations and Finance to develop fleet replacement recommendations based on age, mileage, utilization, condition, repair history, operating cost, and business needs. Maintenance & Repairs · Oversee preventive maintenance, scheduled servicing, inspections, repairs, and corrective maintenance for fleet vehicles and equipment. · Establish and monitor preventive maintenance schedules based on manufacturer recommendations, mileage, engine hours, usage, operating conditions, and regulatory requirements. · Coordinate repairs and maintenance with dealerships, repair facilities, mobile mechanics, equipment manufacturers, parts suppliers, and other service providers. · Evaluate repair requirements and determine appropriate repair strategies while balancing safety, downtime, cost, asset value, and operational urgency. · Monitor open repair orders and proactively communicate expected completion dates and operational impacts to field leadership. · Review repair estimates, invoices, parts costs, labor charges, and warranty coverage to ensure accuracy and cost-effectiveness. · Identify recurring mechanical issues and develop corrective actions to reduce repeat failures and unnecessary repair costs. · Maintain accurate maintenance histories for all fleet assets, including inspections, repairs, preventive maintenance, parts, labor, costs, and downtime. · Ensure fleet assets are maintained in a condition that supports safe operation, reliability, longevity, and regulatory compliance. · Develop relationships with qualified repair facilities and establish service standards and expectations for turnaround time and quality. FMCSA, DOT & Regulatory Compliance · Support and oversee fleet compliance with applicable FMCSA, DOT, state, and local requirements governing company vehicles and equipment. · Ensure required vehicle inspections, registrations, permits, licensing, documentation, and other fleet compliance requirements are completed accurately and on time. · Maintain accurate records necessary to demonstrate fleet compliance during audits, inspections, or regulatory reviews. · Monitor expiration dates for registrations, inspections, permits, licenses, and other required documentation and establish processes to prevent lapses. · Partner with the Safety and Operations teams regarding DOT-regulated vehicles, driver requirements, vehicle inspections, maintenance deficiencies, and out-of-service conditions. · Support the company's compliance with applicable vehicle inspection, maintenance, and recordkeeping requirements under FMCSA regulations. · Ensure identified safety-critical defects or maintenance deficiencies are appropriately addressed before vehicles or equipment are returned to service. · Assist with internal and external audits, regulatory inquiries, roadside inspection follow-up, and corrective actions related to fleet operations. · Stay informed regarding changes to applicable federal and state fleet, transportation, equipment, and environmental requirements and communicate relevant changes to management. Fleet Technology & Telematics · Serve as a primary administrator and subject matter resource for fleet management and maintenance systems, including Fleetio, Enterprise, AutoIntegrate, or similar platforms. · Manage and utilize fleet telematics systems such as Samsara, Motive, or similar platforms to monitor vehicle location, utilization, mileage, engine data, maintenance indicators, and other available fleet information. · Maintain accurate vehicle and equipment data across fleet management, telematics, maintenance, and related systems. · Install, troubleshoot, replace, and maintain telematics devices and related equipment in company vehicles as required. · Utilize fleet technology and reporting capabilities to identify maintenance needs, reduce downtime, improve utilization, enhance accountability, and support operational decision-making. · Identify opportunities to improve integration and data flow between fleet systems and other company systems. · Train new employees and appropriate field personnel on the use of fleet-related tools, processes, systems, and technology. Cost Management & Financial Accountability · Develop, monitor, and manage fleet-related operating expenses in partnership with Finance and Operations. · Monitor maintenance, repair, fuel, rental, parts, towing, registration, licensing, and other fleet-related costs. · Analyze fleet spending and identify opportunities to reduce unnecessary costs without compromising safety, compliance, or operational readiness. · Review vendor invoices and service charges for accuracy, appropriate pricing, and adherence to negotiated terms. · Track cost-per-mile, maintenance cost, downtime, repair frequency, asset utilization, and other relevant fleet performance metrics. · Prepare regular fleet reports and management summaries regarding costs, asset condition, maintenance activity, downtime, compliance, and utilization. · Assist with annual fleet budgeting, capital planning, replacement planning, and forecasting. · Establish and monitor key performance indicators (KPIs) to measure fleet performance and identify trends requiring management attention. Vendor & Supplier Management · Source, evaluate, qualify, and maintain relationships with fleet vendors, dealerships, repair facilities, parts suppliers, rental companies, towing providers, equipment providers, and other service partners. · Negotiate pricing, service agreements, turnaround times, warranties, and other commercial terms to support company objectives. · Develop a preferred vendor network capable of supporting Exo's geographically dispersed operations. · Monitor vendor performance, quality, responsiveness, pricing, and turnaround times. · Address service failures, billing disputes, recurring quality issues, and other vendor concerns promptly. · Continuously evaluate the market for opportunities to improve fleet service quality, availability, and cost. Operations & Cross-Functional Support · Serve as a key resource and point of contact for Operations regarding vehicle and equipment availability, maintenance status, assignments, and expected downtime. · Maintain regular communication with drivers, Crew Leaders, Superintendents, Managers, and other field personnel regarding fleet needs and issues. · Coordinate emergency repairs, breakdowns, towing, roadside assistance, and replacement vehicles or equipment to minimize disruption to field operations. · Work closely with Safety to identify and address fleet-related safety risks and ensure appropriate corrective action. · Collaborate with Finance regarding fleet expenses, capital purchases, asset records, and budget requirements. · Collaborate with HR and Operations regarding employee vehicle assignments, fleet policies, onboarding, offboarding, and company property. · Support Procurement and leadership in evaluating new vehicles, trailers, equipment, parts, and fleet-related services. · Provide management with recommendations regarding fleet strategy, operational risks, major repairs, replacements, and capital expenditures. Leadership & Continuous Improvement · Establish standardized fleet management processes and procedures across all company locations. · Develop and implement initiatives to improve fleet availability, reliability, safety, utilization, and cost efficiency. · Identify process gaps and develop practical solutions that can be consistently implemented across geographically dispersed operations. · Establish clear accountability for vehicle care, inspections, reporting, maintenance scheduling, and fleet policies. · Develop training and communication materials related to fleet processes, vehicle care, inspections, and fleet technology. · Lead or participate in fleet-related projects, system implementations, process improvements, and operational initiatives. · Continuously evaluate fleet performance and recommend improvements based on data, operational trends, industry practices, and business requirements. · Promote a culture of safety, accountability, preventive maintenance, and responsible stewardship of company assets. Qualifications & Requirements · High school diploma or equivalent required; Bachelor's degree in Fleet Management, Transportation, Business Administration, Operations, Automotive Technology, or a related field preferred. · Minimum of 5 years of progressively responsible experience managing vehicle, equipment, transportation, or fleet operations; experience managing a large or geographically dispersed fleet strongly preferred. · Demonstrated experience managing a fleet of 400+ vehicles, trailers, and/or equipment assets preferred. · Strong mechanical knowledge and practical understanding of automotive, diesel, electrical, hydraulic, pneumatic, drivetrain, braking, suspension, and related vehicle/equipment systems. · Demonstrated experience managing preventive maintenance programs, repairs, inspections, and asset lifecycle activities. · Working knowledge of FMCSA, DOT, state registration, inspection, licensing, and vehicle maintenance requirements. · Experience working within an FMCSA-regulated motor carrier environment strongly preferred. · Proven leadership and vendor-management experience. · Experience negotiating with repair facilities, dealerships, parts suppliers, rental companies, and other fleet vendors. · Experience with fleet management and maintenance software such as Fleetio, Enterprise, AutoIntegrate, or similar systems. · Experience with fleet telematics systems such as Samsara, Motive, or similar platforms. · Strong Microsoft Excel skills, including the ability to organize, analyze, and report fleet data. · Strong analytical skills and the ability to interpret maintenance, cost, utilization, and operational data. · Ability to manage multiple locations, competing priorities, and time-sensitive operational issues. · Excellent organizational, communication, negotiation, and problem-solving skills. · Ability to communicate effectively with executive leadership, field management, drivers, vendors, technicians, and external service providers. · Valid driver's license required; CDL Class A preferred. · Experience with trailers, towing systems, and commercial vehicles preferred. · Experience with construction, utility, infrastructure, or field-service fleets preferred. · Ability and willingness to travel between company locations and respond to operational emergencies as needed. Physical Requirements · Ability to work effectively in both office and outdoor/field environments. · Ability to sit and work at a computer for extended periods while performing administrative, analytical, and fleet management duties. · Ability to stand, walk, bend, stoop, kneel, reach, climb, and maneuver around vehicles, trailers, and equipment as necessary. · Ability to inspect vehicles and equipment and access areas required to evaluate their condition. · Ability to lift, carry, and move items weighing 50+ pounds when necessary, including tools, parts, equipment, or telematics components. · Ability to safely operate or maneuver around vehicles, trailers, and equipment in fleet and field environments. · Ability to work in hot, cold, dusty, wet, noisy, and other outdoor conditions. · Ability to work around vehicle exhaust, lubricants, oils, fuels, dirt, dust, and other typical fleet maintenance conditions while following applicable safety procedures. · Good hand-eye coordination and manual dexterity sufficient to operate computers, mobile devices, tools, and fleet-related equipment. · Ability to install and troubleshoot telematics devices and related equipment; training will be provided by Exo. · Ability to communicate effectively in person, by telephone, radio, and virtual communication platforms. · Ability to work flexible hours and respond to fleet emergencies, including vehicle breakdowns, critical repairs, and field-team needs outside of normal business hours, including evenings and weekends. Mental & Cognitive Requirements · Ability to manage a high-volume, geographically dispersed fleet while maintaining accuracy and accountability. · Strong analytical and problem-solving skills with the ability to diagnose issues, evaluate alternatives, and make sound decisions. · Ability to prioritize competing operational demands based on safety, compliance, business impact, cost, and urgency. · Strong decision-making skills, particularly during vehicle breakdowns, equipment failures, compliance issues, service delays, and other time-sensitive situations. · Ability to analyze fleet data, identify trends, and translate information into actionable recommendations. · Strategic thinking and ability to develop long-term fleet strategies while effectively managing day-to-day operational requirements. · Strong attention to detail when managing registrations, inspections, maintenance records, invoices, asset information, and regulatory documentation. · Ability to manage multiple projects and initiatives simultaneously while meeting deadlines. · Adaptability and flexibility to thrive in a fast-paced, constantly changing operational environment. · Ability to remain calm, professional, and solution-oriented during high-pressure situations. · Strong interpersonal skills and ability to establish effective working relationships with employees, field leaders, vendors, repair facilities, and executive management. · Ability to exercise sound judgment and maintain appropriate confidentiality regarding employee, fleet, financial, operational, and company information. · Ability to identify potential problems proactively rather than relying solely on reactive repairs or issue resolution. · Strong sense of ownership, accountability, urgency, and commitment to safety and operational excellence. Work Environment · Combination of office, fleet yard, shop, and outdoor field environments. · Regular exposure to hot, cold, dusty, wet, dirty, and noisy environments. · Exposure to moving vehicles, heavy equipment, tools, mechanical systems, and other fleet-related hazards; all applicable safety procedures and PPE requirements must be followed. · Local travel to company locations, fleet yards, repair facilities, dealerships, and field sites will be required. · Occasional overnight travel to other company facilities or operating locations may be required, generally up to once per quarter, depending on business needs. · May require occasional after-hours, weekend, or emergency response to support critical fleet issues and maintain operational continuity. · This position operates in a fast-paced environment where fleet availability and timely issue resolution can directly impact field productivity, project schedules, customer commitments, and company performance. FLSA Status: Exempt Pay Range: $85, 000-$110, 000 Annually Reports To: Manager, Facility Operations Benefits: Exo offers a comprehensive benefits package including: Medical Dental Vision Health Savings Account/Flexible Spending Accounts Life and Accidental Death & Dismemberment Short Term and Long-Term Disability Accident, Hospital Indemnity and Critical Illness 401k with company match PTO 10 paid holidays Note: The above job description is a general overview of the responsibilities and requirements typically associated with the role of a Fleet Manager. The specific duties and requirements may vary depending on organizational requirements and industry standards. Exo is committed to equal employment opportunity. We recruit, employ, train, compensate, and promote without regard to race, religion, color, national origin, age, sex, disability, protected veteran status, or any other basis protected by applicable federal, state, or local law.