Fleet Specialist

Fleet Specialist

Reports To:

Safety and Fleet Manager

FLSA Status:
Non-Exempt

SUMMARY

The Fleet Specialist is responsible for the organization, maintenance coordination, inspection, and administration of company fleet assets, including vehicles, trailers, construction equipment, and company tools. This position ensures fleet assets remain safe, organized, operational, and properly documented while coordinating preventative maintenance, repairs, inspections, inventory, tool assignments, vendor services, and fleet planning. The Fleet Specialist supports field operations by maximizing asset availability, maintaining accurate records, and improving the overall efficiency of fleet operations.

• Fleet Asset Management
• Maintain accurate records for all company vehicles, trailers, construction equipment, and fleet assets.
• Coordinate preventative maintenance, repairs, inspections, and scheduled services.
• Track maintenance history, repair costs, warranties, and manufacturer-recommended service intervals.
• Schedule vehicle, trailer, and equipment inspections.
• Coordinate repairs with vendors, dealerships, mechanics, and internal personnel.
• Review maintenance and repair invoices for accuracy prior to approval.
• Assist with purchasing, assigning, transferring, and disposing of fleet assets.
• Maintain registrations, license plates, decals, titles, and fleet documentation.
• Conduct periodic fleet inventories to ensure asset accountability.
• Trailer & Equipment Management
• Maintain inventory and records for company trailers and construction equipment.
• Coordinate preventative maintenance and repairs.
• Track equipment assignments and current locations.
• Ensure trailers and equipment remain clean, organized, and operational.
• Assist with equipment lifecycle planning and replacement scheduling.
• Tool Management & Accountability
• Manage the company tool inventory and checkout program.
• Assign tools and equipment to employees based on operational needs.
• Maintain accurate checkout and return records.
• Conduct routine inventories of company tools and equipment.
• Coordinate repair or replacement of damaged, worn, or missing tools.
• Develop and maintain tool checkout forms, inspection forms, and inventory documentation.
• Verify inspections are completed prior to tool assignment and upon return.
• Fleet Planning & Operations
• Develop preventative maintenance schedules to maximize fleet availability.
• Coordinate equipment downtime with department managers to minimize operational disruptions.
• Assist with fleet replacement planning and capital equipment forecasting.
• Coordinate vehicle and trailer assignments based on operational needs.
• Monitor fleet utilization and identify opportunities to improve efficiency.
• Inspections & Documentation
• Develop and maintain inspection forms for vehicles, trailers, equipment, and tools.
• Ensure required inspections are completed and properly documented.
• Audit inspection records for completeness and accuracy.
• Maintain electronic and paper fleet records.
• Generate reports regarding fleet condition, maintenance history, inspections, inventory, and asset utilization.
• Assist in developing standardized fleet procedures and documentation.
• Inventory & Organization
• Maintain organized storage areas for fleet supplies, tools, and equipment.
• Track inventory levels for replacement parts, shop supplies, and maintenance materials.
• Coordinate ordering of replacement parts and supplies.
• Maintain clean, organized fleet yards, storage areas, and tool rooms.
• Support continuous improvement initiatives related to fleet organization and inventory management.