Fleet and Facilities Assistant Manager

The Fleet and Facilities Assistant Manager assists in the day-to-day administration, maintenance, and operational support of the organization's fleet and facilities. This position is responsible for coordinating preventative maintenance, regulatory compliance, managing vendor relationships, maintaining fleet and facility records, and supporting budget and inventory management. The role also performs routine, hands-on maintenance and repair tasks for company vehicles and facilities, responds to facility-related issues, and helps maintain a safe, functional, and efficient work environment. This position requires a balance of administrative, technical, and operational skills to support the organization's transportation and facility management objectives.

ESSENTIAL FUNCTIONS

Fleet Management

• Administer fleet operations by maintaining vehicle registrations, insurance documentation, fuel card programs, GPS tracking systems, and other fleet-related records.
• Perform routine vehicle inspections and basic preventative maintenance, including checking fluid levels, tire pressure, batteries, lights, and other safety-related components.
• Coordinate preventative maintenance and major vehicle repairs with external service providers; schedule service appointments, transport vehicles as needed, monitor repair progress, and verify timely completion.
• Maintain accurate fleet maintenance records to maintain compliance with company policies, DOT regulations, and applicable safety standards.
• Utilize fleet management software to track vehicle mileage, fuel consumption, maintenance history, repair costs, and other key performance metrics.
• Prepare reports related to fleet utilization, maintenance, fuel usage, and operational performance.
• Support driver safety initiatives by monitoring driver performance, reviewing safety events, assisting with accident reporting, and ensuring compliance with company fleet policies.
• Assist with driver onboarding and training related to vehicle operation, safety procedures, and fleet policies.
• Maintain inventory of vehicle supplies, uniforms, fuel cards, tools, and safety equipment.

Facilities Management

• Serve as the primary point of contact for routine facility maintenance requests and perform general building repairs, including light carpentry, painting, furniture assembly and relocation, basic plumbing repairs, lighting repairs, and HVAC filter replacement.
• Coordinate and oversee third-party vendors and contractors performing specialized maintenance and repair services, including electrical, HVAC, janitorial, landscaping, pest control, security, alarm monitoring, and elevator maintenance.
• Conduct routine facility inspections to identify maintenance needs, safety hazards, and regulatory compliance issues; initiate corrective actions as appropriate.
• Maintain inventories of maintenance supplies, tools, equipment, and office furnishings to make sure of operational readiness.
• Respond to facility emergencies and after-hours maintenance issues, coordinating internal resources and external vendors as necessary.
• Maintain emergency preparedness equipment, including fire extinguishers, AEDs, first aid supplies, emergency lighting, and related safety equipment.
• Coordinate and document routine emergency preparedness activities, including fire drills, evacuation exercises, and shelter-in-place training.
• Maintain, inspect, troubleshoot, and coordinate repairs for physical security systems, including CCTV cameras, access control systems, alarm systems, and electronic badge access.
• Make sure facilities comply with OSHA requirements and company safety policies by monitoring emergency exits, fire protection systems, and workplace safety standards.

General Administration

• Maintain accurate records, documentation, and reports related to fleet operations, facility maintenance, safety inspections, vendor services, and regulatory compliance.
• Assist with departmental budgeting by tracking maintenance expenses, repair costs, vendor invoices, and inventory purchases.
• Establish and maintain positive working relationships with employees, vendors, contractors, and business partners to support efficient operations.
• Perform other duties and special projects as assigned to support departmental and organizational objectives.