Job Description
Position Summary The Fleet Specialist is responsible for the day-to-day administration, coordination, and optimization of the company’s North American vehicle fleet. This role serves as the operational owner of fleet vendor management, vehicle inventory and lifecycle planning, system administration, fuel management, analytics, and internal customer support. The Fleet Specialist partners closely with Operations, Talent Acquisition, Finance, and external vendors to ensure vehicles are ordered proactively, upfitted and branded consistently, maintained appropriately, registered and compliant, and aligned with business needs. This role plays a critical part in maintaining fleet data accuracy, anticipating future vehicle demand, and providing actionable insights that support cost control, operational readiness, and a strong internal customer experience. Responsibilities Fleet Vendor & Program Management Serve as the primary point of contact for fleet-related vendors across North America, including leasing, maintenance, fuel, registration, upfitting, and branding partners. Coordinate vehicle ordering, delivery, upfitting, branding, and decommissioning activities to meet operational timelines and business requirements. Support vendor performance management and issue resolution related to billing, service levels, vehicle availability, and system accuracy. Vehicle Inventory & Lifecycle Management Maintain accurate, real-time vehicle inventory across the entire North American fleet, including vehicles in service, in transit, on order, or pending disposition. Monitor vehicle age, mileage, condition, and utilization to proactively recommend replacements and optimize fleet health. Ensure vehicles are ordered well in advance of business needs to support new hires, replacements, and growth initiatives. Enterprise Fleet System Administration & Data Accuracy Own day-to-day administration of the Enterprise fleet management system (or equivalent), including vehicles in/out, new vehicle orders, transfers, and status updates. Ensure customer IDs, driver assignments, locations, cost centers, and departmental data are accurate and current. Process vehicle transfers between drivers, departments, and locations, ensuring system alignment and documentation accuracy. Identify and resolve data discrepancies across fleet, HR, and financial systems to maintain system integrity. Fuel Card & Fuel Management Administration Own end-to-end administration of the fuel management program across the North American fleet. Ensure accurate issuance, assignment, reassignment, replacement, and deactivation of fuel cards, fuel PINs, and driver IDs. Maintain alignment between fuel systems and fleet records, ensuring accuracy across vehicles, drivers, and cost centers. Monitor fuel usage for anomalies, misuse, or discrepancies and escalate issues as appropriate. Support internal customers with fuel card issues, PIN resets, and general fuel program questions. Internal Customer Support & Communication Serve as a primary point of contact for internal customers, including field leaders, managers, and drivers, regarding vehicle status, maintenance, fuel access, and replacements. Maintain ongoing communication with internal customers to understand vehicle health, usage patterns, and upcoming needs. Provide proactive guidance and recommendations related to vehicle replacements, upgrades, or operational improvements. New Hire & Workforce Planning Support Partner closely with Talent Acquisition and HR to maintain awareness of upcoming vehicle needs related to new hires, role changes, and workforce growth. Align vehicle ordering and availability with hiring timelines and onboarding plans. Registration, Compliance & Maintenance Support Monitor vehicle registration renewals across all jurisdictions and ensure registrations remain current. Coordinate maintenance programs and support internal customers with maintenance-related questions and issue escalation. Assist with compliance-related documentation, reporting, and audits as needed. Branding & Upfitting Coordination Coordinate vehicle branding, decals, wraps, and upfitting to ensure consistency with company standards. Manage vendor coordination for installations, removals, and updates tied to branding or equipment changes. Fleet Analytics, Reporting & Insights Own analysis and reporting related to all aspects of fleet operations, including vehicle inventory, utilization, age and mileage, maintenance trends, fuel usage, registration status, and vendor performance. Monitor fleet data to identify trends, risks, inefficien