Fleet & Facilities Manager

DESCRIPTION OF EMPLOYER:

SUMMARY:

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Procurement and Supplier Management: Reviews and approves PO requests, manages purchase orders, and communicates order status. Research, evaluates, and audits suppliers based on key criteria like price, quality, availability, and reputation. Negotiates purchases of automotive equipment, materials, and supplies. Oversee purchasing, warranties, capital improvements, and parts inventory for fleet and facility needs.
• Fleet and Equipment Management: Ensures all vehicles and equipment, including facilities and ammonia refrigeration systems, are properly maintained, meeting manufacturer service recommendations. Arrange inspections, repairs, and services for company vehicles, ensuring vehicles remain operational. Manages daily work related to fleet, building, refrigeration, power industrial equipment, and ground maintenance. Contracts external repair services as needed and handles warranty claims. Analyzes maintenance costs to determine when vehicle replacements are necessary, consulting with senior management on vehicle replacement needs.
• Safety and Compliance: Leads the creation of a safety-first culture, ensuring all associates work injury-free. Conducts safety audits, accident investigations, and safety meetings. Coordinates efforts with the Safety department to train staff, conduct safety inspections, and maintain compliance with OSHA, DOT, EPA, USDA, and other regulatory agencies. Ensure inspections and required certifications are completed and documented properly. Coordinates crisis management and maintains relationships with emergency response teams.
• Staff and Operations Management: Supervises and directs service and repair personnel, assigning tasks, overseeing repairs, and ensuring compliance with company policies, safety regulations, and government standards. Performs management functions including staff selection, training, performance reviews, discipline, and termination when necessary. Maintains open communication with associates through regular meetings, addressing questions, and explaining policies.
• Vendor and Third-Party Management: Develops and maintains relationships with third-party vendors such as utility representatives, refrigeration contractors, and pest control services. Ensures the current certificate of insurance for vendors is maintained.
• Cost and KPI Management: Monitors vehicle maintenance costs, analyzes cost-effectiveness, and reports KPIs to senior management. Manages the department’s yearly budget, including purchasing fuel, shop equipment, and supplies.
• Regulatory Compliance and Audits: Conducts audits to ensure adherence to safety and operational standards, including food safety, EPSM, PSM, and fire protection protocols. Ensures compliance with government regulations, safety standards, and internal policies.
• Driver Support: Works with drivers to ensure they operate specialized equipment properly and assists when mechanical issues arise on the road. Secures qualified repair services for downed vehicles and obtains competitive repair bids.
• Other Duties: Carries out additional duties as assigned, ensuring efficient fleet and facility operations across the organization.

SKILLS REQUIRED:

• Excellent interpersonal and customer service skills.

• Excellent sales and negotiation skills.

• Excellent organizational skills and attention to detail.

• Strong analytical and problem-solving skills.

• Ability to function well in a high-paced and at times stressful environment.

• Proficient with Microsoft Office Suite or related software.
• Certificate, licenses, and registrations in refrigeration/HVAC preferred.
• Level 1 Ammonia Operation Certification preferred.
• Powered Industrial Equipment Certification preferred.

QUALIFICATIONS & EXPERIENCE:

• Industry Experience and Knowledge: Requires 2 years of industry experience, with 1 year in fleet management preferred. Must have a strong working knowledge of DOT, OSHA, safety regulations, and environmental legislation, including ammonia and Freon systems. Familiarity with building, life/safety, fire protection standards, and codes is essential.
• Operational Management: Manages multiple operational functions in a fast-paced environment, adapting to changing business needs. Ensures compliance with environmental, safety, and transportation regulations while overseeing terminal operations. Travel may be required depending on business or customer needs.

PHYSICAL REQUIREMENTS:

• Mobility: Must be able to sit, stand, walk, bend, and move intermittently throughout the workday in a fast-paced environment. Frequently required to stand or walk for extended periods.
• Walking, sitting, standing throughout the shift
• Manual Dexterity: Regularly required to use hands and fingers to handle, operate, and manipulate objects, tools, or controls, including a computer keyboard and telephone.
• Visual and Auditory Skills: Must have sufficient visual ability to read reports, computer screens, and documents. Must be able to hear and speak clearly in person and on the phone to communicate effectively with employees, vendors, and other stakeholders.
• Lifting: Occasionally required to lift and/or move up to 50 pounds.
• Climbing and Crawling: May occasionally need to climb ladders, crawl under equipment, or navigate tight spaces to inspect vehicles, facilities, or equipment.
• Driving: May be required to drive company vehicles or travel for business needs, ensuring compliance with safety standards.
• Environmental Conditions: Ability to work in various environmental conditions, including office settings, outdoor weather, and mechanical spaces such as fleet maintenance shops, which may involve exposure to noise, fumes, and equipment hazards.
• Work Schedule: Must be able to work flexible hours, including nights, weekends, and holidays, as dictated by the needs of the business.