Supervisor - Fleet Operations

JOB SUMMARY

Responsible for supervision of union and non-union employees and contractors in the preventive and corrective maintenance of company owned/leased vehicles and equipment. Duties include but are not limited to supervision of diagnosing vehicle and equipment system discrepancies; operating company vehicles and equipment; ensuring timely performance of preventive and corrective maintenance on assigned units; providing a safe and clean work environment to prevent accidents and health hazards; adhering to prescribed EPA/EPD guidelines; and performing other duties as required.  Ensure all compliance requirements are followed and maintained per local, state, and federal regulations. 

ESSENTIAL JOB FUNCTIONS

Plan, organize, assign, and supervise the work activities of subordinate staff to realize the company’s goals and to ensure the consistent application of policies, procedures, and work instructions.

Ensure repairs and services are completed as quickly and efficiently as possible to ensure availability of fleet units to meet the operational requirements of customer departments.

Develop a preventive maintenance plan to ensure timely inspection and repair of units to minimize life-cycle costs and maximize fleet availability to customer departments.

Assist management in creation and execution of the Fleet Capital Replacement Program, including creation of specifications for replacement equipment.

Ensure Fleet Management Information System (FMIS) work orders are created with required information for the preventive/corrective maintenance or for warranties to be performed, updated by staff ensuring proper information is recorded and reviewed upon completion of the repair task.

Coordinate, monitor and ensure outsourced repairs are completed in an efficient, economical, and proper manner.

Ensure employees have the needed equipment, material, and resources to perform their job functions safely and efficiently. Maintain accountability of company-owned tools; Document issue/receipt of tools issued to staff as required.

Approve orders for parts, materials, supplies and equipment for repair and maintenance functions; Maintains accountability of shop supplies ensuring documentation of materials issued to staff for maintenance of fleet units.

Respond to unusual or emergency situations to maintain equipment for emergency events.

Review and compare work performance and/or products of subordinates with established standards to aid in determining employee production levels, training needs and to assist management in determining appropriate personnel actions such as promotions, disciplinary actions, status changes, separations, and grievance dispositions.

Develop company employees through goals with clearly defined expectations, including measures, achievements, and summary documentation in the Taleo performance management software, while also providing regular feedback.

Coach, counsel, schedule and evaluate employees to ensure proper training is received (e.g., safety, skill improvement, standard specifications, etc.) to meet performance expectations. Research training opportunities to ensure mechanics maintain elevated level of expertise in all related fields and ensure that all ASE certifications are obtained and maintained by mechanics.

Approve time and attendance information for assigned staff in the system for inclusion in payroll records to include approved work hours, vacation, paid time off (PTO) and other time away from work, and procurement card purchases.

Maintain knowledge of current trends in technology, repair methods, and equipment; attend classes, conferences, meetings, seminars, and workshops to foster continuing education, and to have knowledge of changes in departmental policies and procedures.

Review and update and develop appropriate work instructions as needed to improve efficiency in performing tasks.

Maintain a comprehensive knowledge of bargaining agreement and all associated policies and procedures between Louisville Water and Local 1683.

Establish and report performance metrics associated with Fleet activities.

Review safety protocols and training to ensure compliance, including safety training for equipment and activities. Inspect facilities and work being performed to ensure safe working conditions. Report safety violations/infractions to the Fleet Manager and Safety as needed.

Review repairs for potential warranty reimbursements, patterns indicating potential issues and document for procedural or specification changes.

Assist in creation and/or update specifications and contracts required for Fleet activities, e.g., engine repair contracts, tire purchase contracts, etc.

Ensure upkeep and maintenance of company owned fuel sites, ancillary equipment, and associated contracts to ensure product availability. Review and approve internal and external fleet fuel orders.

Coordinate Fleet surplus disposals and related activities.

Supervise support functions and personnel assigned as maintenance truck driver and surface repair leader positions, which include street plate inventory and concrete cement silo operations. 

Perform other related duties as required.

SUPERVISORY RESPONSIBILITY

This position may manage union, non-union, and exempt employees and is also responsible for the management performance of employees within the department.

WORKING CONDITIONS

Generally, working a 40-hour week primarily in office environment, but also includes interaction with mechanics in fleet service garage area. Work performed in office is mostly sedentary using a computer for the majority of hours worked. Field settings may involve hazardous materials and equipment common in a construction environment. Field visits often require extensive standing, stooping, and walking on varying surfaces/terrains, at times in adverse weather conditions. 

This position is subject to schedule on-call responsibilities on a rotational basis, callouts during night and other off-duty time and is considered essential during inclement weather/emergency situations. Can be assigned non-standard shift and weekend work. 

MINIMUM QUALIFICATIONS

High school diploma or equivalent; and 

five (5) years’ experience in automotive technology, diesel mechanics, diagnosing, repairing, and maintaining a medium-to-large inventory of fleet vehicles and equipment providing preventive and corrective services on a medium-sized fleet of automobiles, light/medium/heavy duty trucks, and construction equipment; and two (2) years of supervisory, team lead, or experience coordinating the work of others; and 

Valid driver’s license. 

PREFERRED QUALIFICATIONS

Associates degree or technical school degree preferably in automotive or related field; and 

Experience in developing bid specifications and contract administration.

KNOWLEDGE, SKILLS & ABILITIES

Demonstrate strong leadership skills.

Able to work in a challenging environment with demonstrated ability to juggle multiple competing tasks and demands, with minimal supervision, in an accurate, timely and efficient manner to meet required deadlines.

Proficient in organizational skills, ability to manage tasks and priorities, meticulous, well developed analytical and critical thinking skills.

Knowledge of the techniques and methods used in the repair and maintenance of vehicles and equipment.

Knowledge of correct usage of all maintenance tools and instruments. 

Knowledge of general business principles. 

Knowledge of the terminology used within the organization.

Able to use independent judgment to make timely and effective decisions in routine and non-routine situations.

Able to plan, organize and prioritize daily assignments and work activities.

Able to comprehend and apply departmental policies, procedures, and work instructions; 

Knowledge of the basic theory, operation, and maintenance of internal combustion engines, transmissions, and other systems;

Knowledge of occupational hazards and preventive safety measures; 

Able to set up, operate, analyze data, and diagnose from both manual and automated diagnostic equipment;

Able to diagnose discrepancies and determine appropriate maintenance and repair work, using manufacturer shop manuals, schematics, wiring diagrams and other electronic resources 

Able to accurately complete work orders and parts requests using Fleet Management software. 

Able to communicate effectively, verbally and in writing, in a courteous and professional manner with external as well as internal customers at all levels of the organization; excellent customer service skills.

Able to manage multiple projects simultaneously; analyze and collect data, provide professional reports, and make data-based decisions and process improvements.

Able to manage and operate an effective preventive and corrective fleet maintenance program. 

Able to operate a PC and associate Windows environment software (Microsoft Word and Excel) and Fleet Management Information Systems.

Able to work both independently as well as in a team environment.

Goal oriented and accepting of personal responsibility.