Fleet Coordinator-Acquisitions

The Fleet Manager is responsible for overseeing and managing the company's fleet of vehicles, including sedans, pickup trucks, and FMCSA-regulated commercial vehicles. This role ensures fleet safety, regulatory compliance, cost control, and operational readiness by coordinating maintenance and repairs, managing driver performance, administering fuel and tax reporting, enforcing fleet policies, overseeing telematics programs, handling auto claims, and reviewing fleet-related expenses. The Fleet Manager plays a critical role in minimizing downtime, maintaining compliance, and promoting a strong safety-focused culture across the organization.Fleet Operations & MaintenanceOversee daily operations of the company fleet, including light-duty and FMCSA-regulated vehicles.Track and ensure completion of annual inspections, DOT inspections, registrations, emissions testing, and required certifications.Minimize vehicle downtime through proactive maintenance planning and vendor follow-up.Coordinate purchase and onboarding of new fleet vehicles, manage the sale of used vehicles, and oversee all decal installation and removal to ensure branding and compliance standards are met.Compliance, Safety & Policy EnforcementEnsure compliance with all federal, state, and local regulations, including DOT and FMCSA requirements.Develop, update, and enforce fleet policies, vehicle use guidelines, and driver safety standards.Driver Training & Performance ManagementConduct driver onboarding, safety training, and periodic refresher training.Maintain a driver "watch list" and meet regularly with drivers to address unsafe driving trends, policy violations, or performance concerns.Promote safe driving practices and accountability across the fleet.Telematics & Data ReportingProvide regular performance and safety reports to leadership with actionable recommendations.Fuel Tax, Regulatory Filings & ReportingOversee quarterly fuel tax reporting, including IFTA, HUT, and NY HUT filings.Ensure accurate mileage and fuel data collection from drivers and telematics systems.Coordinate and submit required federal and state fleet-related tax filings, including:Heavy Highway Vehicle Use Tax (Form 2290)Manage IRP registrations and renewals for all applicable fleet vehicles.Claims & Incident ManagementManage auto accident claims from initial report through resolution – if company is at fault discuss root cause with driver and implement disciplinary action if necessaryCoordinate inspections, estimates, and repairs with insurance carriers and repair facilities.Track claim trends and implement strategies to reduce frequency and severity of incidents.Financial Oversight & Cost ControlConduct monthly reviews of all fleet-related bills and invoices, including fuel, maintenance, repairs, telematics, tolls, and registrations.Track fleet expenses, analyze cost trends, and identify opportunities for cost savings.Support budgeting, forecasting, and vendor negotiations related to fleet operations.Proven experience managing a mixed fleet, including FMCSA-regulated vehicles.· Strong working knowledge of DOT/FMCSA regulations, fuel tax reporting, and fleet compliance.· Experience with federal and state regulatory filings, including:o IRP registrations and renewalso Heavy Highway Vehicle Use Tax (Form 2290)o Unified Carrier Registration (UCR)Familiarity with telematics systems and driver monitoring tools.· Experience managing vehicle maintenance, auto claims, and vendor relationships.· Proficient in Microsoft Office and fleet management software – knowledge of Xcelerate (Element Fleet Management) is preferred.· CDL knowledge preferred.Experience in construction, MEP, or heavy commercial contracting environments.Background in fleet compliance, safety, and/or risk management.Experience developing fleet policies and driver training programs.