Torchora
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Key Responsibilities and Required Skills for Vehicle Maintenance Officer

💰 $65,000 - $90,000

AutomotiveFleet ManagementLogistics & Supply ChainOperations

🎯 Role Definition

The Vehicle Maintenance Officer is the backbone of our operational fleet, responsible for its health, performance, and compliance. This position involves the strategic planning, hands-on coordination, and comprehensive management of all maintenance and repair activities for a diverse range of vehicles. You will serve as the primary authority on fleet condition, driving programs that enhance vehicle longevity, ensure driver safety, and optimize our maintenance budget. This is a dynamic role that requires a blend of deep technical knowledge, strong leadership, and sharp business acumen to keep our operations moving forward safely and efficiently.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Lead Automotive Technician / Senior Mechanic
  • Fleet Maintenance Coordinator
  • Service Advisor or Service Manager

Advancement To:

  • Fleet Manager / Senior Fleet Manager
  • Regional Maintenance Director
  • Operations Manager

Lateral Moves:

  • Logistics and Distribution Supervisor
  • Safety and Compliance Officer
  • Procurement Specialist (Parts & Equipment)

Core Responsibilities

Primary Functions

  • Develop, implement, and rigorously manage a comprehensive preventive maintenance (PM) program to ensure maximum vehicle uptime and minimize unscheduled repairs.
  • Oversee the complete lifecycle of vehicle repairs, from initial driver reports and diagnostic assessments to work order generation, quality control, and final vehicle release.
  • Supervise, train, and mentor a team of mechanics and maintenance staff, fostering a culture of safety, quality, and continuous improvement.
  • Manage all aspects of maintenance scheduling and workflow, prioritizing repairs based on operational urgency, safety, and resource availability.
  • Conduct regular, thorough inspections of all fleet vehicles to ensure they meet and exceed all DOT, federal, and state safety and emissions standards.
  • Develop and manage the fleet maintenance budget, meticulously tracking expenditures, analyzing costs, and identifying opportunities for savings without compromising quality or safety.
  • Source, negotiate with, and manage relationships with external repair shops, parts suppliers, and service vendors to ensure cost-effective, high-quality, and timely service.
  • Maintain a highly accurate and detailed record-keeping system for all maintenance activities, repairs, parts inventory, and warranties, utilizing fleet management software.
  • Lead the diagnostic process for complex mechanical, electrical, and hydraulic issues, providing expert guidance to technicians to ensure swift and accurate resolutions.
  • Direct the accident review process, coordinating post-incident inspections, estimating repair costs, and managing the repair or replacement of damaged vehicles.
  • Implement and enforce stringent shop safety protocols and procedures, ensuring a secure and compliant work environment for all maintenance personnel.
  • Analyze fleet performance data, maintenance trends, and vehicle lifecycle costs to provide strategic recommendations for vehicle acquisition, rotation, and disposal.
  • Manage the inventory of spare parts, tires, and essential supplies, ensuring adequate stock levels to support maintenance operations while controlling holding costs.

Secondary Functions

  • Evaluate and recommend new technologies, tools, and diagnostic equipment to enhance the efficiency and effectiveness of the maintenance department.
  • Prepare and present detailed reports on fleet status, maintenance costs, key performance indicators (KPIs), and departmental goals to senior management.
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  • Collaborate closely with the Operations department to understand their vehicle needs and coordinate maintenance schedules to minimize disruption to business activities.
  • Administer the company's fuel card program, monitoring fuel consumption, identifying anomalies, and promoting fuel-efficient driving practices.
  • Oversee the upkeep and maintenance of the repair facility and all shop equipment, ensuring it is safe, clean, and in good working order.
  • Develop and deliver training programs for drivers on pre-trip/post-trip inspections, basic maintenance checks, and proper vehicle operation.
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  • Stay current with the latest automotive technology, industry best practices, and changes in transportation regulations.
  • Support ad-hoc data requests and exploratory data analysis to investigate specific fleet performance or cost issues.
  • Contribute to the organization's sustainability goals by researching and recommending alternative fuel vehicles or efficiency-improving technologies.
  • Participate in sprint planning and agile ceremonies within the broader operations team to align maintenance goals with organizational objectives.

Required Skills & Competencies

Hard Skills (Technical)

  • Advanced Vehicle Diagnostics: Expertise in diagnosing complex issues across gasoline, diesel, and potentially electric/hybrid vehicle systems using modern diagnostic software and tools.
  • Fleet Management Software Proficiency: Hands-on experience with fleet maintenance software (e.g., Fleetio, ManagerPlus, Geotab, Samsara) for work order management, asset tracking, and reporting.
  • Regulatory Compliance Knowledge: Deep understanding of DOT, FMCSA, EPA, and OSHA regulations as they pertain to vehicle maintenance, record-keeping, and shop safety.
  • Inventory & Parts Management: Proven ability to manage parts inventory, control stock levels, and handle procurement and vendor negotiation.
  • Budgeting and Financial Acumen: Skill in developing, managing, and reporting on departmental budgets, with a strong ability to analyze costs and justify expenditures.
  • ASE Certifications: Relevant ASE (Automotive Service Excellence) certifications (e.g., Master Automobile Technician, Master Medium/Heavy Truck Technician) are highly desirable.

Soft Skills

  • Leadership and Team Supervision: Demonstrable ability to lead, mentor, and motivate a team of technicians, fostering a positive and productive work environment.
  • Problem-Solving & Analytical Thinking: Ability to systematically diagnose issues, analyze data, and implement effective, long-term solutions.
  • Communication & Interpersonal Skills: Excellent verbal and written communication skills for interacting with technicians, drivers, vendors, and senior leadership.
  • Negotiation and Vendor Management: Strong negotiation skills for securing favorable terms with parts suppliers and third-party service providers.
  • Time Management and Prioritization: Exceptional organizational skills to manage multiple competing priorities in a fast-paced, dynamic environment.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED combined with significant vocational training in automotive/diesel technology or equivalent military experience.

Preferred Education:

Associate's or Bachelor's Degree.

Relevant Fields of Study:

  • Automotive Technology
  • Business Administration
  • Logistics and Supply Chain Management

Experience Requirements

Typical Experience Range:

5-7 years of progressive experience in a vehicle or heavy equipment maintenance environment, with at least 2-3 years in a supervisory or leadership capacity.

Preferred:

Direct experience managing a diverse fleet (e.g., light-duty cars, vans, medium/heavy-duty trucks) in a commercial or government setting. Proven track record of developing and implementing successful preventive maintenance programs.

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