Torchora
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Key Responsibilities and Required Skills for Vehicle Operations Officer

💰 $55,000 - $85,000

OperationsLogisticsTransportationAutomotive

🎯 Role Definition

As the central hub of our vehicle activities, the Vehicle Operations Officer is the driving force behind the seamless and safe operation of our entire fleet. You will be instrumental in developing and implementing strategies that enhance vehicle uptime, reduce operational costs, and ensure strict adherence to all safety and regulatory standards. This is a hands-on role that requires a blend of tactical execution, strategic thinking, and exceptional problem-solving skills to manage the complex logistics of vehicle deployment, maintenance, and driver support. You will be the go-to expert for all fleet-related matters, collaborating with cross-functional teams to drive continuous improvement and operational excellence.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Logistics Coordinator
  • Fleet Assistant / Coordinator
  • Operations Specialist
  • Lead Driver / Senior Operator

Advancement To:

  • Senior Vehicle Operations Manager
  • Regional Operations Manager
  • Fleet Director
  • Logistics & Supply Chain Manager

Lateral Moves:

  • Safety & Compliance Manager
  • Process Improvement Specialist
  • Data Analyst (Operations)

Core Responsibilities

Primary Functions

  • Oversee the end-to-end lifecycle of all fleet vehicles, including acquisition, in-fleeting, daily operations, maintenance scheduling, and eventual decommissioning.
  • Develop, implement, and enforce rigorous safety protocols and standard operating procedures (SOPs) for all vehicle operations to maintain a best-in-class safety record.
  • Act as the primary point of contact for all vehicle-related incidents, accidents, or breakdowns, managing the response process from initial report to resolution and post-mortem analysis.
  • Proactively coordinate and schedule all preventative and reactive vehicle maintenance, repairs, and inspections with approved vendors to maximize fleet uptime and ensure vehicle longevity.
  • Manage and monitor vehicle readiness, ensuring all assets are clean, fully charged/fueled, and equipped with necessary tools and safety equipment prior to deployment.
  • Maintain meticulous records of vehicle usage, maintenance history, registration, insurance, and compliance documentation using fleet management software.
  • Analyze telematics data to monitor driver behavior, vehicle health, and operational efficiency, providing actionable insights and reports to leadership.
  • Ensure strict compliance with all Department of Transportation (DOT), state, and local regulations governing vehicle operation, licensing, and reporting.
  • Manage relationships with external vendors, including maintenance shops, insurance providers, and equipment suppliers, to ensure quality service and cost-effectiveness.
  • Develop and lead training programs for vehicle operators on safe driving practices, pre-trip/post-trip inspections, and on-board technology usage.
  • Optimize vehicle deployment schedules and routes to meet operational demands while minimizing mileage, fuel consumption, and wear and tear.
  • Conduct regular audits of the vehicle fleet to assess condition, verify inventory, and ensure compliance with company and regulatory standards.
  • Manage the inventory of spare parts, consumables, and specialized equipment, forecasting needs and processing procurement requests.
  • Investigate and resolve driver-reported issues, providing timely support and feedback to ensure a positive and productive operator experience.
  • Track and report on key performance indicators (KPIs) for the fleet, including vehicle utilization, cost-per-mile, downtime, and incident rates.
  • Serve as a subject matter expert on vehicle systems and operational capabilities, providing critical feedback to engineering and product teams for future improvements.
  • Support the onboarding process for new vehicle operators, ensuring they are fully trained and equipped before their first assignment.
  • Manage the company's fuel card program, monitoring for proper usage and analyzing fuel economy trends across the fleet.
  • Lead process improvement projects aimed at increasing the efficiency, safety, and scalability of vehicle operations.
  • Prepare and present detailed operational reports and business reviews to senior management, highlighting trends, challenges, and strategic recommendations.
  • Respond to off-hours emergencies and critical operational issues as part of a rotating on-call schedule.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis to uncover operational insights.
  • Contribute to the organization's broader operations strategy and long-term roadmap.
  • Collaborate with business units to translate data needs into engineering requirements for our telematics and fleet management platforms.
  • Participate in sprint planning and agile ceremonies within the operations and technology teams.
  • Develop and maintain training materials and documentation for all vehicle-related processes and systems.

Required Skills & Competencies

Hard Skills (Technical)

  • High proficiency with Fleet Management Software (e.g., Geotab, Samsara, Fleetio, Chevin).
  • Advanced knowledge of telematics systems for vehicle tracking, diagnostics, and driver behavior monitoring.
  • Strong command of Microsoft Office Suite, particularly Excel, for data analysis, pivot tables, and reporting.
  • In-depth understanding of DOT, FMCSA, and other relevant local/state transportation regulations.
  • Experience with ticketing systems and project management tools (e.g., JIRA, Asana, ServiceNow).
  • Solid foundational knowledge of vehicle mechanics, electric vehicle (EV) systems, and maintenance requirements.
  • Ability to interpret technical vehicle documentation and diagnostic trouble codes (DTCs).
  • A valid driver's license and a clean driving record are mandatory.

Soft Skills

  • Exceptional problem-solving and critical-thinking abilities, especially when operating under pressure.
  • Strong written and verbal communication skills for clear interaction with drivers, vendors, and internal stakeholders.
  • Impeccable attention to detail and world-class organizational and time-management skills.
  • High degree of adaptability and flexibility in a fast-paced, dynamic operational environment.
  • Strong sense of ownership and accountability for the performance and safety of the fleet.
  • Ability to work both independently with minimal supervision and collaboratively as part of a cross-functional team.
  • Customer-centric mindset with a focus on supporting vehicle operators effectively.
  • Proactive and resourceful, with a knack for anticipating problems before they arise.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's Degree in a relevant field or equivalent practical experience in a similar role.

Preferred Education:

  • Bachelor's or Master's Degree.

Relevant Fields of Study:

  • Logistics & Supply Chain Management
  • Business Administration
  • Operations Management
  • Automotive Technology

Experience Requirements

Typical Experience Range:

  • 3-5 years of direct experience in fleet management, transportation logistics, or a related operations role.

Preferred:

  • Experience managing a diverse fleet of 50+ vehicles, including electric vehicles (EVs).
  • Proven track record of improving operational KPIs such as vehicle uptime, cost-per-mile, and safety metrics.
  • Direct experience with vendor management, contract negotiation, and budget oversight.
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