Fleet & Vanning Manager

Title:

Fleet & Vanning Manager

Employee Status:
Regular Full Time

Work From Home Option:
Not Applicable

FLSA Status:
Exempt

The Fleet & Vanning Manager oversees activities, equipment and associated maintenance related to NYRA-owned vehicles with an emphasis on horse transportation between NYRA properties through NYRA-owned horse trailers and contracted vendors. This role manages union Van Drivers, ensures compliance with DOT, NYSGC, and NYRA rules, and maintains a safe, reliable, and compliant vehicle fleet. In addition to vanning operations, this individual is responsible for fleet-wide maintenance, scheduling, compliance, budgeting, and vendor management to ensure the efficiency and safety of NYRA's transportation assets.

• Develop and oversee preventive maintenance schedules for all NYRA vehicles, ensuring regulatory compliance and maximum uptime.
• Monitor and track vehicle usage, mileage, fuel consumption, and operating costs.
• Maintain accurate records of all vehicle inspections, registrations, licensing, and insurance.
• Ensure vehicles comply with DOT and state inspection requirements.
• Establish procedures for vehicle replacement, procurement, and disposal.
• Implement fleet safety programs, including driver training, compliance with CDL standards, and accident/incident investigations.
• Manage fuel purchasing, usage monitoring, and vendor accounts.
• Oversee fleet budget planning, forecasting, and cost-control initiatives.
• Recommend and implement fleet technology solutions (e.g., GPS, telematics, digital maintenance logs).

• Oversee the entire NYRA vanning process, including loading and unloading of horses into NYRA vans.
• Schedule and supervise all union van drivers and non-union employees.
• Ensure compliance with the CBA, DOT, NYSGC, and NYRA House Rules.
• Manage vendor relationships with third-party van companies to ensure contractual compliance and operational efficiency.
• Maintain high safety standards for all horse and human transportation activities.
• Coordinate transportation needs for equine medical review, diagnostics, and quarantine requirements.
• Work closely with Barn Area Supervisor, Barn Area & Vanning Coordinator and security to address issues within the stable area and on NYRA vans.

• Maintain accurate records of fleet and vanning operations, including horse details, loading procedures, and vehicle maintenance.
• Generate reports on vanning and fleet performance, efficiency, costs, and utilization.
• Ensure compliance with DOT random drug/alcohol testing protocols in partnership with Health and Safety Manager.
• Support audits and inspections related to fleet and transportation operations.

• Identify areas for operational improvement in vanning and fleet processes including establishing preventative maintenance schedules, etc.
• Introduce new systems, technology, or procedures to enhance efficiency, safety, and cost-effectiveness.
• Actively monitor industry best practices in fleet and equine transport management.

Minimum Requirements:

Education:

High School Diploma or GED required;
Associate's or Bachelor's degree in Logistics, Transportation Management, or related field preferred.

Experience:

3-5 years in the equine industry (racing and/or transportation preferred) and prior experience managing a vehicle fleet strongly desired. Must have significant background with trucks, tractors, and heavy equipment operations and maintenance.

Other Requirements:

• Class A Commercial Driver's License (CDL) required.
• Extensive knowledge of truck, tractor, trailer, and heavy equipment operations and safety practices.
• Mechanical aptitude with ability to identify and address basic…