Key Responsibilities and Required Skills for Vehicle Operations Specialist

🎯 Role Definition

A Vehicle Operations Specialist is responsible for day-to-day management and optimization of a fleet's operational lifecycle—ensuring safe, compliant, cost-effective, and reliable vehicle utilization. This role blends fleet maintenance coordination, driver and vendor management, telematics and asset-tracking oversight, regulatory compliance (e.g., DOT), data-driven KPI monitoring, and continuous process improvement to maximize vehicle uptime and minimize total cost of ownership.

Key target keywords: vehicle operations specialist, fleet management, vehicle logistics, telematics, DOT compliance, maintenance planning, route optimization, asset tracking, safety programs.

📈 Career Progression

Typical Career Path

Entry Point From:

Fleet Technician or Mechanic
Logistics Coordinator or Dispatcher
Driver Supervisor or Senior Driver

Advancement To:

Fleet Manager / Transportation Manager
Operations Manager—Logistics / Field Operations
Director of Transportation or Head of Fleet

Lateral Moves:

Safety & Compliance Manager
Procurement / Asset Acquisition Manager
Fleet Data Analyst / Logistics Analyst

Core Responsibilities

Primary Functions

Develop, implement and maintain fleet operating procedures and standard operating procedures (SOPs) to ensure consistent, safe and compliant vehicle usage across multiple locations and business units.
Oversee scheduled and unscheduled maintenance programs: coordinate preventive maintenance, warranty repairs, shop scheduling, maintenance vendors and parts inventory to maximize vehicle uptime and control maintenance costs.
Monitor fleet telematics/GPS systems and vehicle health alerts to identify trends, intervene proactively on vehicle issues, and optimize fuel and route performance.
Ensure regulatory compliance including maintaining accurate electronic and physical records for DOT, EPA, state inspections, permits, registrations, and certifications; prepare vehicles for audits and oversee corrective actions.
Manage relationships with third-party vendors and service providers (repair shops, towing, leasing companies, fuel card vendors) including contract negotiation, performance monitoring and cost reconciliation.
Supervise day-to-day driver communications and operations: verify driver qualifications, manage driver logs, coordinate schedule assignments, and enforce safe driving and vehicle-use policies.
Lead incident response and investigation processes for accidents, breakdowns and insurance claims; coordinate with insurance carriers, legal teams and adjusters to expedite claims and mitigate liability.
Execute vehicle procurement, replacement and disposal programs: prepare total cost of ownership (TCO) analyses, recommend vehicle specifications, manage bidding and procurement, and coordinate remarketing or disposal of decommissioned assets.
Administer fuel management programs and fuel-card reconciliation; analyze fuel spend and implement fuel-saving strategies (idle reduction, route changes, vehicle right-sizing).
Produce timely operational reports and KPI dashboards (e.g., utilization, maintenance cost per mile, downtime, cost per vehicle, safety incident rates) for stakeholders and leadership reviews.
Implement and maintain inventory controls for critical spare parts, consumables and safety equipment; coordinate purchasing to minimize stockouts and excess inventory.
Optimize routing and logistics by working with dispatch and routing software to reduce mileage, improve on-time performance and lower operating costs.
Provide technical guidance on vehicle modifications, upfitting and equipment installation to ensure functionality and regulatory compliance.
Manage vehicle registration, title transfers and lienholder documentation; coordinate multi-state registrations and unified carrier registration requirements when applicable.
Train, coach and develop drivers and fleet staff on safe driving techniques, vehicle inspections, pre- and post-trip checklists, and company policies to reduce incidents and extend asset life.
Coordinate cross-functional initiatives with procurement, safety, HR and finance to align fleet strategy with broader organizational goals.
Configure, deploy and maintain fleet management software (e.g., Fleetio, Samsara, Verizon Connect, AssetWorks) and ensure accurate data entry, workflows and user adoption.
Lead continuous improvement projects to reduce total cost of ownership, improve vehicle availability and increase operational efficiency using Lean or Six Sigma approaches where appropriate.
Create and manage annual operating budgets and capital plans for the fleet; approve purchase orders and track actuals versus budget.
Monitor and enforce environmental, sustainability and emissions initiatives such as idling reduction, alternative fuel adoption, electrification pilots and recycling programs.
Conduct regular vehicle inspections and audits (vehicle condition, safety equipment, documentation) and report corrective actions with timelines and owners.
Support large-scale events or seasonal surges by planning fleet allocation, temporary rentals, and staffing adjustments to meet service levels.
Maintain accurate mileage, CMV inspection data and maintenance logs for warranty claims and manufacturer support.
Collaborate with IT to integrate telematics, ELD and maintenance systems with ERP or CRM systems for improved data flow and reporting.
Act as the primary point of contact for field personnel and drivers on fleet-related escalations, providing timely resolution and root cause analysis.

Secondary Functions

Support ad-hoc operational data requests and conduct exploratory analysis to answer leadership questions about fleet performance.
Contribute to the organization's fleet strategy and roadmap, including electrification pilots, total cost of ownership modeling and supplier consolidation.
Collaborate with business units to translate vehicle and driver needs into procurement specifications and operational requirements.
Participate in cross-functional planning sessions, continuous improvement events and operational reviews to align fleet initiatives with company objectives.
Assist HR and safety teams with driver recruitment, onboarding, and disciplinary processes related to vehicle operations.
Provide input for digital transformation initiatives, including telematics platform upgrades and mobile driver workflows.
Facilitate change management and training for new fleet tools, policies and procedures.

Required Skills & Competencies

Hard Skills (Technical)

Fleet management and vehicle lifecycle planning (acquisition, maintenance, remarketing)
DOT, FMCSA and state regulatory compliance expertise (ELD, hours-of-service, inspections)
Telematics, GPS and ELD platforms (e.g., Samsara, Geotab, Verizon Connect) configuration and analytics
Preventive maintenance program design and CMMS experience (Fleetio, Maximo, TMT)
Strong Excel skills (pivot tables, vlookups, data modeling) and experience producing KPI dashboards
Experience with fleet management or ERP systems integration and data syncing (APIs, CSV ETL)
Route optimization and dispatching systems familiarity (route planning tools, TMS basics)
Vendor and contract management, RFP development and supplier performance metrics
Budgeting, cost tracking and total cost of ownership (TCO) analysis
Accident and claims management processes, insurance coordination, basic investigative techniques
Vehicle specification writing, upfitting coordination and equipment selection
Basic mechanical knowledge to interpret maintenance reports and communicate with technicians

Soft Skills

Strong communication skills—able to translate technical fleet data into business insights for non-technical stakeholders
Analytical and data-driven mindset with attention to detail and accuracy
Leadership and people management—coaching drivers and coordinating cross-functional teams
Problem-solving orientation and decisive under operational pressure
Customer-service focus with responsiveness to field staff and internal customers
Time management and multi-tasking—prioritizes competing operational demands
Change-agency skills—able to drive process adoption and continuous improvement
Ethical judgment and compliance-first mentality
Negotiation skills for vendor and contract management
Resilience and adaptability in dynamic, time-sensitive environments

Education & Experience

Educational Background

Minimum Education:

High school diploma or GED required.

Preferred Education:

Associate or Bachelor's degree in Logistics, Supply Chain Management, Business Administration, Transportation, Automotive Technology or related field.

Relevant Fields of Study:

Supply Chain & Logistics
Transportation Management
Automotive Technology / Diesel Mechanics
Business Administration / Operations Management
Industrial Engineering

Experience Requirements

Typical Experience Range: 3–7 years of progressive fleet or vehicle operations experience.

Preferred:

5+ years managing medium-to-large fleets or complex vehicle operations.
Experience with multi-state registration and DOT regulatory environments.
Prior exposure to telematics platforms, fleet management software and maintenance shop workflows.
Demonstrated success driving cost reduction, uptime improvements and safety program adoption.