Fleet Maintenance Director

The Carlisle Group’s services have been engaged to search for Director of Fleet Maintenance. Our transit system client was founded over 40 years ago and today has over 300 employees. They have doubled their size in the last 6 years! This opportunity will be located at their facility in Northern Virginia.

Under the direction of the COO/AGM, the Director of Fleet Maintenance plays a critical role in overseeing the strategic direction, growth, and expansion of the organization’s fleet and maintenance operations. The primary focus of this role is to ensure that ATC’s fleet remains operational, safe, reliable, cost-effective, achieves operational excellence, and minimizes downtime. This role will develop and implement fleet and maintenance policies, procedures, and ensure compliance with regulatory requirements.

This role is a key member of the senior management team and will oversee the Deputy Director of Fleet Maintenance through effective coaching and guidance. This role supports other departments and represents the organization at various stakeholder meetings and other forums in which fleet operations is included as part of the general subject matter.

Responsibilities/Essential Functions:

• Develops and executes short and long-term fleet maintenance strategies that improve fleet efficiency, reduce costs, risk, and enhance safety.
• Ensures all aspects of fleet maintenance programs are in compliance with regulations, standard operating procedures, company policies, and labor contracts.
• Provides coaching and guidance to Deputy Director of Fleet Maintenance through regular check-ins and performance feedback.
• Develops and implements employee engagement and retention strategies to increase performance and motivate the workforce.
• Ensures and monitors compliance with industry safety standards, applicable laws, and regulations, including emissions standards, inspections, and fleet reporting and performance.
• In conjunction with the Deputy Director of Fleet Maintenance, monitors fleet performance, analyzes vehicle performance data, reduces maintenance costs and downtime, and identifies areas for improvement.
• Fosters and promotes a culture of safety, ensuring adherence to safety policies, procedures, and best practice.
• Collaborates with the Deputy Director of Fleet Maintenance, Safety & Security, and Training departments to identify and implement safety training programs and support workforce training and professional development goals and objectives.
• In conjunction with the Deputy Director of Fleet Maintenance ensures the proper acquisition and application of new technologies and methodologies to improve fleet, maintenance, and parts practices.
• Consults with the Safety and Security department as necessary regarding vehicle incidents/accident response, mitigate risk of injury, and make modifications to maintain a safe and compliant fleet and maintenance facility.
• Ensures optimization of fleet management systems and technology (i.e., Fleetio Management Software, Fleetwatch, Paycom, etc.) in the collection and safeguarding of fleet maintenance and operational data.
• Identifies preventive maintenance programs to maximize fleet uptime and reliability, regular inspections, maintenance schedules, and documentation to minimize breakdowns and extend vehicle life.
• Establishes departmental key performance indicators (KPIs) and metrics to assess the performance and effectiveness of fleet maintenance operations. Provides important updates to the COO/AGM, Senior Management Team (SMT), and other stakeholders, as necessary.
• Develops and manages the fleet maintenance budget, closely monitoring expenses and identifying cost-saving opportunities. Implements strategies to improve operational efficiency, reduce downtime, and control maintenance-related expenditures.
• Oversees relationships with external vendors, including maintenance and repair service providers, parts suppliers, equipment, and fleet manufacturers. Works with the Finance Department to negotiate favorable contracts and ensures cost-effectiveness and optimal service quality.
• Oversees the proper acquisition, disposal, and replacement of fleet vehicles, ensuring an optimal fleet size and composition to optimize operational services. Collaborates with the Finance department in the procurement and evaluation of equipment suppliers and contracts.
• With the support of Human Resources, establishes staffing and succession plans of fleet maintenance workforce. Develops innovative ways to attract a qualified talent pool and provides guidance to the Deputy Director of Maintenance on recruitment strategies.
• Oversee and evaluate the efficiency and effectiveness of training and development programs that support maintenance personnel growth, advancement, and skill assessments.
• Works with the COO and CIDO on new vehicle procurement and capital projects, including specifications, vehicle functions, and equipment.
• Oversees the operational service needs including fleet availability/downtime, fleet performance, and maintenance issues affecting operational services.
• In conjunction with the Deputy Director of Fleet Maintenance, identifies and plans for major weather events or special functions requiring fleet maintenance services/personnel and responds to emergency situations as needed.
• Supports planning department initiatives that require vehicle needs for planned revenue service, service changes and improvements, including operator bid picks.
• Communicates and disseminates fleet maintenance information, changes, and updates maintenance staff and the workforce via various methods of communication such as company-wide alerts, emails, and memos, etc. as required.
• Stays up to date with industry trends, fleet and vehicle maintenance standards, emerging fleet management technology, best practice, rules and regulations, safety and occupational health standards, environmental requirements, etc.
• Ensures compliance with company policies and procedures, applicable rules and regulations, safety standards, union contracts, and maintenance standard operating procedures.
• Oversees and ensures the effective handling of grievances and progressive discipline in accordance with company policy, procedures, and CBA.
• Promotes and fosters a positive workforce and culture of continuous improvement and innovation within the fleet maintenance department.
• Cooperatively and effectively performs related tasks and duties as required.

Knowledge, Skills, and Abilities:

• In-depth expertise in maintenance services, fleet operations, and general vehicle maintenance, including fixed transit vehicle operations and services.
• Strong understanding of general transit industry vehicle best practices, trends, and compliance with OSHA and maintenance safety standards.
• Proficient in transit-related computer programs and Microsoft Office applications (Outlook, Word, PowerPoint, Excel, Teams).
• Competent with general office equipment (printers, copiers, phones) and fleet maintenance and service tracking software (Fleetio, Track, MailChimp, emergency alert systems).
• Extensive knowledge of transit bus systems and technology.
• Skilled in conducting objective and timely workplace investigations, as well as thorough documentation of incidents, accidents, and employment issues.
• Proficient in payroll, timekeeping systems, and employment rules and regulations.
• Effective oral and written communication, including guidance, mentorship, discipline, and instruction to subordinates.
• Strong enforcement of TMA policies and standard operating procedures.
• Excellent time management and problem-solving skills in a fast-paced, multitasking environment.
• Familiarity with unionized environments and interpretation of labor contracts.
• Ability to plan, organize, and evaluate maintenance services while establishing and maintaining positive working relationships.
• Capability to prioritize tasks, make independent decisions, and deliver excellent customer relations.

Education and Experience:

• Bachelor’s degree is preferred. Equivalent experience to graduation from an accredited college or university with a bachelor’s degree may be considered in lieu of advanced education.
• Minimum of seven (7) years of proven experience in fleet maintenance services.
• Minimum of five (5) years of progressive supervisory experience in a fleet maintenance environment required.
• Professional working experience with Microsoft Office software including Excel, Word, Outlook, and PowerPoint required.
• Diesel vehicle experience required.
• Electric vehicle experience is preferred.
• Experience working in a Union environment is preferred.
• Working knowledge of DOT, OSHA, FMCSA, ELDT, and FTA requirements and regulations strongly preferred.
• Knowledge and experience with fixed route transit operations is highly preferred.
• Relevant certification or training in maintenance, fleet operations, or related programs a plus.

Additional/Miscellaneous/Special Requirements:

• Successful completion of the following TSI courses are required within eighteen (18) months of employment: Bus System Safety, Transit Industrial Safety Management, SMS Awareness, SMS Safety Assurance, and SMS Principles for Transit.
• Reasonable Suspicion and Post-Accident Testing training compliant with USDOT regulations is required within one year of employment.
• ASE certifications are strongly preferred.
• Acceptable criminal history record check upon hire and must be maintained throughout employment.
• Possession of a Commercial Driver’s License Class A or B with Passenger and Air Brake endorsement is a plus.
• May be required to attend training, meetings, and classes for continued professional development which may involve local and regional travel.