Fleet Manager ClearFlow Energy Services Midland, TX Job Details Temporary 1 day ago Benefits Fuel card Health insurance Dental insurance Vision insurance Qualifications Equipment service recordkeeping Communication with suppliers Microsoft Excel Microsoft Outlook Operations coordination High school diploma or GED Maintenance activity documentation Invoice matching Documentation tools Data management Invoice reconciliation Vendor communication Document review Organizational skills Microsoft Teams Billing troubleshooting Associate's degree Office record organization Full Job Description Job Summary The Fleet Manager is responsible for the administration, coordination, tracking, and physical oversight of the organization's vehicle fleet. This position ensures vehicle assignments and transfers are clearly communicated and documented; vehicles, fuel cards, toll tags, and related fleet assets are properly ordered and maintained; fleet records and monthly invoices are reviewed for accuracy; mileage and vehicle usage are monitored; and lease-company relationships are managed. The Fleet Manager is expected to maintain accurate, current fleet records and provide Management with timely information regarding fleet costs, condition, utilization, and compliance. Responsibilities 1. Own and maintain the company fleet roster, including vehicle number/unit, VIN, year/make/model, license plate, assigned employee, district/location, lease status, mileage, fuel card, toll tag, and other required fleet information. 2. Communicate and document all vehicle assignments, reassignments, transfers, swaps, returns, and employee changes. Ensure Management, Operations, HR/Accounting, and affected employees are notified of changes as appropriate. 3. Coordinate the ordering, delivery, replacement, return, and disposal of company vehicles in accordance with Management approval and company requirements. 4. Order, activate, assign, replace, suspend, and cancel fuel cards and maintain an accurate record tying each card to the appropriate vehicle and/or authorized employee. 5. Order, assign, transfer, replace, and deactivate toll tags; review toll activity and resolve incorrect, duplicate, or unauthorized charges. 6. Track vehicle mileage and utilization. Identify vehicles exceeding lease mileage allowances or established company usage thresholds and report potential overage exposure to Management before charges become excessive. 7. Review monthly fleet, lease, fuel, toll, maintenance, rental, and related invoices for accuracy. Reconcile billed units to the active fleet roster and research discrepancies, duplicate charges, credits, fees, mileage overages, or charges for returned vehicles. 8. Maintain regular communication with vehicle leasing companies, dealerships, fleet-management providers, fuel-card providers, toll authorities, and other fleet vendors regarding orders, deliveries, returns, billing issues, maintenance, accidents, mileage, and account changes. 9. Conduct and document periodic fleet inspections to verify vehicle condition, mileage, cleanliness, required equipment, registration/inspection status, visible damage, and compliance with company fleet standards. 10. Maintain inspection records and photographs when appropriate; promptly communicate damage, safety concerns, missing equipment, excessive wear, or policy violations to Management. 11. Coordinate preventive maintenance, repairs, recalls, tires, registration, inspections, and other service needs; monitor vehicle downtime and follow up with drivers and vendors until items are completed. 12. Maintain accurate documentation for leases, vehicle orders, delivery/return documents, maintenance records, accident/damage records, fuel cards, toll tags, registrations, inspections, and other fleet-related records. 13. Assist with accident and damage reporting by gathering required documentation and coordinating with Management, insurance, leasing companies, and repair facilities as directed. 14. Monitor driver and vehicle compliance with company fleet policies and escalate recurring excessive mileage, misuse, unauthorized drivers, preventable damage, or other concerns to Management. 15. Prepare recurring fleet reports for Management showing vehicle assignments, vehicles on order, mileage/utilization, upcoming lease expirations, inspection status, maintenance issues, invoice exceptions, and other relevant fleet activity. 16. Work closely with Operations, Accounting, HR, and Management to ensure fleet records remain accurate and changes are communicated promptly. 17. Comply with company policies, procedures, safety requirements, and applicable laws and regulations. 18. Perform other duties as assigned. Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. a) Education and Training - High school diploma or equivalent is required. Associate or bachelor's degree in business, logistics, fleet management, or a related field is preferred. b) Skills - Strong organization, documentation, follow-through, and communication skills are required. Must be able to maintain accurate fleet records, coordinate multiple vehicle movements and vendor requests, review invoices and mileage data, identify discrepancies, prepare routine reports and correspondence, and communicate effectively with employees, Management, and outside vendors. Must be able to prioritize time-sensitive requests and maintain accountability for open fleet items through completion. c) Experience - At least 3 years of fleet, vehicle, logistics, equipment, operations, or related administrative experience is preferred, or experience deemed sufficient by Management. d) Technical Requirements - Proficient with Microsoft Office, Excel, Outlook, Teams, and web-based fleet, fuel-card, toll, and vendor portals. QuickBooks experience is helpful. e) Physical Demands - While performing the duties of this job, the employee is regularly required to stand, walk, sit, use hands to handle or feel, reach with hands and arms, and talk or hear. The employee must be able to enter and exit vehicles, walk around fleet units during inspections, and occasionally lift and/or move up to 25 pounds. Specific vision abilities required include close and distance vision, peripheral vision, depth perception, and ability to adjust focus. f) Working Conditions - This position works in both professional office and field/shop environments and may be exposed to outdoor weather conditions while conducting vehicle inspections. Travel between company locations or vendor facilities may be required. Must be willing to work overtime, nights, and weekends as needed to address fleet requirements. Join us as we drive innovation in logistics! Your expertise will help shape our supply chain excellence while supporting sustainable growth through strategic fleet operations. We are committed to empowering our team members with the tools they need to succeed—fuel your career growth here!

Benefits:

Dental insurance Health insurance Vision insurance

Education:

High school or equivalent (Required)

Experience:

Fleet/vehicle/logistics :

3 years (Required)

Work Location:

In person