Fleet Manager

OVERVIEW:

SUPPORT SOLUTIONS OF THE MID-SOUTH (SSMS) is an organization dedicated to providing high-quality services to adults and children with intellectual and developmental disabilities. We are seeking a mature, team-oriented, and dependable professional with proven skills and capabilities to manage all aspects of our Fleet program across the regions we serve in TN and NC. This is generally a standalone position, but requires collaboration across many internal organizations, people, and locations in a fast-paced environment. It is expected to both shape policy and manage processes related to the Fleet program, but also be hands on to support day to day or emergency needs for vehicle placement, repairs, etc., plus deal with other clerical duties.

This is a full-time salaried position offering medical and other health-related coverage, paid time off, retirement savings and other benefits. Salary commensurate with experience. Review the Minimum Requirements within for specific capabilities.

GENERAL FUNCTION:

Responsible for all aspects of managing Support Solutions' vehicle fleet, which includes acquisitions, dispositions, placement, maintenance, and fuel card program, along with associated insurance claims. The duties connected to this position are performed at the direction of the Controller in close coordination with the Program, Quality, and Human Resources organizations.

ESSENTIAL FUNCTIONS:

Fleet Management

• Ensure full, current awareness of all aspects of vehicles in Support Solutions' fleet, whether leased or owned, and their usage.

• Maintain electronic records (and be able to provide ad hoc reporting) for each vehicle, including, but not limited to:

• Logs (tracking usage)

• Maintenance (and associated costs)

• Safety Inspections (tracking dates and ensuring renewals are completed and submitted by field staff)

• Registrations (coordinating plates/renewal tags and installation by field staff in possession of the vehicle)

• Current Insurance Documentation

• Location (by supported person home or other company location, as applicable)

• Warranties (as applicable)

• Receive, inspect, distribute, and allocate/re-allocate all vehicles.

• Ensure each vehicle has proper safety equipment, supplies, and emergency information.

• Ensure all required maintenance is completed.

• Complete audits of travel logs to ensure proper vehicle usage.

• Assign codes for and monitor usage of fuel and maintenance credit cards for all vehicles (currently via WEX).

• Utilize vendor systems (currently via Enterprise) to monitor usage and maintenance of all vehicles, plus other aspects of the lease agreement.

• Assist, as applicable, with the selection, deployment, utilization, and monitoring of GPS and other telematic tracking systems.

• Coordinate all vehicle repairs (beyond maintenance) and file/track insurance claims, as applicable.

• Establish vendors to provide repair and maintenance service for all vehicles in all locations and ensure regional staff utilize approved vendors.

• Coordinate with and respond to various company Program areas on their needs for modified accessible vehicles.

• Prepare requests for replacements, refreshes, or additions to the fleet and review with Finance.

• Review, approve, and retain all fleet maintenance and fuel invoices (currently from WEX) and all fleet leasing invoices (currently from Enterprise). Report/respond to anomalies as needed. Calculate and track allocations to specific Program areas. Prepare and submit to Finance for general ledger posting of invoices and payments.

• Coordinate and act as central payment point for all repairs and maintenance paid directly to vendors.

• Provide oversight and education to any staff that is delegated (with approval by the Controller) to assist with fleet vehicles.

• Provide and track training related to use vehicle usage and safety.

• Travel to any company location, as needed, to provide fleet support.

• Evaluate and potentially establish, manage, and draft policy/procedure for a small team of hourly (non-exempt) employees to manage, coordinate, and deliver shared vehicle usage to ensure transportation needs are met at homes or company locations where such services may be appropriate.

This job description does not list all duties, and you may be asked by designated and/or authorized staff to perform other duties. You will be evaluated in part based upon your performance of the tasks listed in the job description. Support Solutions reserves the right to revise this job description at any time. This is not a contract for employment, and you or Support Solutions may terminate employment at any time, for any reason.

MINIIMUM REQUIREMENTS:

• Bachelor's degree and experience in Logistics, Finance & Accounting, Business Management, or related field.

• Experience in property and/or fleet services management highly desired.

• Above average experience in Microsoft Excel, Word, and PowerPoint. Ability to independently create, use, and communicate through complex spreadsheets and documents.

• Above average experience in computer usage and technology skills (including, but not limited to Microsoft Outlook, Teams, etc.).

• Excellent oral, written, interpersonal, and organizational skills.

• Some supervisory experience preferred.

LICENSES/CERTIFICATES (must be maintained throughout employment):

• Valid regular Driver's License.

• Valid automobile insurance.