Reports To: CFO
Direct Reports: N/A
FLSA Status: Exempt
Position SummaryThe Director of Fleet is responsible for the strategic oversight, operational efficiency, and regulatory compliance of the organization's entire vehicle fleet (including a diverse mix of owned and leased cars, minivans, and specialized accessible vehicles). Serving a $185M+ nonprofit with extensive community-based programming, this role ensures that program staff have safe, reliable, and cost-effective transportation to support our clients. The ideal candidate will blend strong vendor management skills (leasing companies, maintenance shops) with a data-driven approach to budgeting, safety asset management, and lifecycle tracking.
Key Responsibilities1. Fleet Operations & Lifecycle Management- Lease vs. Buy Analysis: Manage relationships with Fleet Management Companies (FMCs) and leasing partners. Regularly analyze the financial benefits of leasing versus purchasing vehicles to optimize capital allocation.
- Acquisition & Disposal: Direct the procurement of new vehicles, upfitting (e.g., wheelchair lifts, safety cages), and the decommissioning/remarketing of retired assets to maximize resale value.
- Asset Tracking: Maintain a flawless centralized inventory database tracking vehicle locations, assigned programs, titles, registrations, and EZ-Pass/toll management.
2. Financial Management & Cost Control- Budget Accountability: Oversee the annual fleet operating budget (fuel, maintenance, leasing fees, insurance).
- Cost Allocation: Design and manage systems to accurately allocate vehicle costs, lease payments, and fuel expenses back to the specific program budgets and funding streams.
- Fuel Program Management: Administer the corporate fuel card program, monitoring usage patterns to detect and mitigate fraud or waste.
3. Maintenance, Safety & Compliance- Preventative Maintenance: Establish and enforce routine maintenance schedules across all geography/sites to minimize vehicle downtime and ensure staff and client safety.
- Regulatory Compliance: Ensure all vehicles pass required state inspections, environmental emissions tests, and department of transportation (DOT) regulations if applicable.
- Accident & Risk Management: Serve as the primary point of contact for vehicle accidents. Partner with Risk Management/HR to process insurance claims, coordinate repairs, and review telematics/driving data to improve driver safety standards.
4. Vendor & Program Relations- Vendor Management: Negotiate and manage contracts with national and local maintenance shops, tire vendors, and fuel providers to secure preferred nonprofit pricing.
- Program Support: Act as a responsive customer-service partner to Program Directors, resolving vehicle shortages, arranging temporary rentals, and tracking routine maintenance disruptions.
Qualifications & SkillsRequired Experience & Education:- Education: Bachelor's degree in Business Administration, Logistics, Supply Chain Management, or a related field (equivalent experience will be considered).
- Experience: 7+ years of progressive experience in commercial or large-scale organizational fleet management.
- Scale Experience: Proven experience managing a fleet of at least 100+ vehicles spread across multiple operating locations. Nonprofit or human services environment experience is a major plus.
Technical Skills:- Fleet Management Software (FMS): Proficiency using modern fleet tracking platforms (e.g., Geotab, Samsara, Fleetio) and telematics systems.
- Data & Excel Skills: Strong proficiency in Microsoft Excel for tracking vehicle depreciation, mileage trends, and cost-per-mile metrics.
- Regulatory Knowledge: Deep understanding of state motor vehicle laws, registration processes, and commercial/non-profit insurance workflows.
Core Competencies:- Vendor Negotiation: Strong contract negotiation skills with the ability to hold leasing companies and repair shops accountable to SLAs.
- Logistical Problem-Solving: Ability to manage logistics across dozens of decentralized program locations simultaneously.
- Communication & Empathy: Exceptional communication skills to work effectively with both executive leadership and on-the-ground program staff who rely on these vehicles daily.
Pay Range: $95,000 - $100,000 Annual Salary
