Fleet Service Manager

GeoStabilization International (GSI), Access Limited, and RoadGuard together form a leading infrastructure solutions platform dedicated to protecting people and strengthening critical infrastructure across North America and New Zealand. 

GSI is the premier geohazard mitigation firm specializing in emergency slope stabilization, landslide repair, grouting, and micropiles through innovative design-build delivery. Access Limited brings over a century of steep-slope expertise and operates North America’s largest fleet of spider excavators, delivering complex rockfall and geotechnical solutions in the most challenging environments. RoadGuard, founded in 2024, unites industry-leading roadway safety companies providing guardrail, bridge railing, highway signage, fencing, and specialty fabrication services.

Across all our businesses, we are driven by innovation, extreme ownership, technical excellence, and a relentless commitment to measurable results that improve safety and infrastructure resilience. 

POSITION SUMMARY

The Fleet Service Manager is responsible for the strategic and operational oversight of the organization's entire fleet, including power units, trailers, and trailer-mounted equipment. This includes the acquisition and disposal of vehicles and trailers, regulatory compliance across all applicable federal and state programs, fuel management, and all maintenance and repair activities. The Manager also ensures DOT compliance for specialized equipment mounted on trailers, such as shotcrete pumps and other operational machinery. The Manager carries full P&L responsibility for the Vehicles Department and is accountable for establishing job cost rates used to allocate fleet expenses to individual projects. The Manager serves as the primary liaison with the Fleet Management Company and ensures all fleet assets are operated safely, efficiently, and in full compliance with applicable law.

KEY RESPONSIBILITIES

Vehicle & Trailer Acquisition and Disposal

• Develop and execute acquisition strategies for power units and trailers, aligned with organizational needs and budget parameters.
• Evaluate and select vehicle and trailer makes, models, and configurations; manage competitive bid and procurement processes.
• Coordinate titling, registration, and delivery of all acquired vehicles and trailers.
• Manage the disposition of fleet assets, including trade-ins, auctions, and private sales, maximizing residual value.
• Maintain accurate records of all fleet assets – vehicles, trailers, and mounted equipment – throughout the asset life cycle.

Regulatory Compliance

• Oversee all vehicle and trailer registration renewals and ensure timely compliance across all jurisdictions.
• Manage all aspects of DOT compliance, including driver qualification files, Hours of Service (HOS) recordkeeping, drug and alcohol testing program administration, and ELD/FMCSA requirements.
• Administer the International Fuel Tax Agreement (IFTA) program, including quarterly filings, mileage tracking, and audit readiness.
• Ensure compliance with International Registration Plan (IRP) requirements where applicable.
• Maintain current knowledge of federal and state transportation regulations and proactively update policies and procedures to remain compliant.
• Serve as the primary point of contact during DOT audits and regulatory inspections.

Trailer Fleet & Mounted Equipment Compliance

• Oversee the full life cycle management of the organization's trailer fleet, including registration, inspections, maintenance, and disposal.
• Ensure all trailers meet applicable DOT safety standards, including annual inspections, lighting, brakes, load securement, and placarding requirements.
• Manage DOT compliance for equipment mounted on trailers, such as shotcrete pumps and other specialized machinery, including applicable equipment identification, weight/axle compliance, and operational safety requirements.
• Coordinate with operations teams to ensure trailer-mounted equipment is properly configured, documented, and compliant prior to deployment.
• Track and maintain inspection records, equipment certifications, and DOT documentation for all trailers and mounted equipment.
• Liaise with regulatory agencies and third-party inspection services as needed to maintain current compliance status for all trailer assets and associated equipment.

Fuel Program Management

• Oversee all aspects of the fleet fuel program, including vendor contract management, fuel card administration, and exception reporting.
• Monitor fuel consumption, identify anomalies, and implement controls to prevent misuse or fraud.
• Analyze fuel spend data and recommend strategies to reduce costs and improve efficiency.
• Coordinate fuel tax refund or credit programs as applicable.

Fleet Management Company Oversight

• Serve as the primary point of contact and relationship manager for the organization's Fleet Management Company (FMC) vendor.
• Review and validate FMC invoices, reports, and service level performance against contractual obligations.
• Collaborate with the FMC on vehicle cycling, remarketing, and cost analysis.
• Evaluate FMC performance and participate in vendor review and contract renewal processes.

Maintenance & Repairs

• Establish and maintain a preventive maintenance schedule for all fleet vehicles, trailers, and trailer-mounted equipment.
• Authorize and oversee repairs on vehicles, trailers, and mounted equipment, ensuring work is performed by approved vendors at competitive rates.
• Review repair orders for accuracy, appropriateness, and cost control.
• Track asset downtime and identify trends that impact operational efficiency.
• Manage warranty claims and ensure vendors honor applicable manufacturer warranties for vehicles, trailers, and installed equipment.

Fleet Reporting & Administration

• Maintain a comprehensive fleet management system with accurate, up-to-date records for all vehicles, trailers, and mounted equipment.
• Produce regular fleet performance reports for senior leadership, including total cost of ownership (TCO), utilization rates, and compliance status across all asset categories.
• Develop and manage the vehicles department budget; track expenditures and report variances.
• Ensure adequate insurance coverage for all fleet assets and coordinate with risk management on claims.

P&L Responsibility & Job Cost Rate Management

• Own full profit and loss (P&L) responsibility for the Vehicles Department, including budgeting, forecasting, cost control, and financial performance reporting.
• Monitor department revenue and expenses against budget; identify variances, analyze root causes, and implement corrective actions.
• Develop, maintain, and periodically update job cost rates for all fleet assets – vehicles, trailers, and mounted equipment – to ensure accurate allocation of fleet expenses to individual projects and jobs.
• Collaborate with project managers, operations leadership, and accounting/finance to ensure job cost rates reflect true operating costs including depreciation, maintenance, fuel, insurance, and compliance expenses.
• Review actual vs. billed job cost performance and adjust rates as needed to maintain cost recovery and departmental profitability.
• Provide financial analysis and reporting to support strategic decisions related to fleet investment, disposal, and capacity planning.

SUPERVISORY RESPONSIBILITIES

This position may directly supervise fleet coordinators, administrative support staff, or drivers assigned to the Vehicles Department. Responsibilities include scheduling, performance management, coaching, and participation in hiring decisions.

QUALIFICATIONS

Education

• Bachelor's degree in Business Administration, Logistics, Transportation Management, or a related field preferred.
• Equivalent combination of education and directly relevant experience will be considered.

Experience

• Minimum of 5 years of progressive fleet management experience, with at least 2 years in a supervisory or managerial capacity.
• Demonstrated experience with DOT compliance, IFTA administration, and vehicle and trailer registration in a multi-state environment.
• Experience managing trailer fleets and DOT compliance for trailer-mounted or towed equipment preferred.
• Experience managing a fuel card program and working with fleet management company vendors.
• Proven track record in vehicle and trailer acquisition, remarketing, and life cycle management.

Skills & Competencies

• Strong knowledge of FMCSA regulations, DOT requirements, and applicable state transportation laws.
• Financial acumen with demonstrated experience managing a P&L, developing budgets, and performing cost analysis.
• Experience developing job cost rates or internal charge-back models for fleet or equipment assets preferred.
• Proficiency with fleet management software and MS Office Suite (Excel, Word, Outlook).
• Excellent analytical, organizational, and problem-solving skills.
• Strong negotiation and vendor management abilities.
• Effective written and verbal communication skills; ability to present findings to leadership.
• High degree of integrity and attention to detail.

Preferred Certifications

• Certified Automotive Fleet Manager (CAFM) or equivalent NPTC or AFLA certification preferred.
• Valid driver's license with acceptable driving record required.

WORKING CONDITIONS

• Primarily office-based with periodic travel to vehicle and trailer inspection sites, job sites, vendor locations, and regulatory offices.
• May be required to drive, inspect, or evaluate vehicles, trailers, and trailer-mounted equipment including commercial units.
• Must be available to respond to urgent fleet-related issues outside normal business hours as needed.