Fleet Management Specialist

Role Summary

As a Fleet Management Specialist, you handle the day-to-day tracking, coordination, and upkeep of company vehicles. You monitor fleet performance, schedule maintenance, track fuel usage, and support driver safety programs. Your job is essential to keeping transportation operations reliable, cost-effective, and DOT-compliant.

Required Education, Certifications, and Experience

Education:

Bachelor’s degree preferred, or equivalent fleet/logistics experience.

Certifications:

  • Certified Automotive Fleet Manager (CAFM)
  • Certified Transportation Professional (CTP)
  • Certified Maintenance & Reliability Technician (CMRT)
  • DOT Compliance Certification
  • Fleet Safety Certification
  • NAFA Sustainable Fleet Accreditation

Experience:

2 plus years in fleet or transportation roles.
Experience with fleet software and maintenance tracking.

Core Skills

  • Vehicle tracking systems
  • Preventive maintenance planning
  • Fuel and cost reporting
  • Driver support
  • Compliance monitoring

A Hypothetical Day in the Life of a Fleet Management Specialist

7:00 AM- You begin by pulling vehicle status reports from your fleet management system. A truck flagged for overdue maintenance requires rescheduling a delivery route. You notify dispatch, update the work order with the shop, and assign a replacement vehicle to avoid service disruption.


8:00 AM- You hold a quick stand-up with maintenance and driver supervisors. A discussion about recent tire failures leads to scheduling inspections on two truck classes. These small briefings prevent expensive repairs and accidents down the line.


9:30 AM- You update preventive maintenance logs and review open service tickets. You follow up on a critical repair that’s overdue due to a parts delay, and negotiate a temporary vehicle lease to bridge the gap. Solving small logistical puzzles is your daily rhythm.


11:00 AM- You analyze fuel usage data and identify two vehicles showing a sudden drop in MPG. You flag them for diagnostic review and check for potential misuse or route inefficiencies. These numbers help you optimize cost per mile across the fleet.


12:30 PM- Lunch doubles as quiet review time. You comb through driver compliance reports, looking for any ELD violations or DVIR issues. One driver has logged back-to-back violations—this will need a coaching conversation and likely a formal corrective plan.


2:00 PM- You perform a virtual audit of fleet documentation, confirming insurance, registration, and inspection paperwork is current across all assets. A handful of documents are set to expire next month, so you set calendar reminders to start renewals early.


3:30 PM- You walk the yard to conduct visual inspections on newly returned vehicles. A trailer’s tail lights are out and the report was never submitted. You log the issue, notify maintenance, and flag it for your safety team. Paperwork doesn’t catch everything.


5:00 PM- You close the day with updates to your fleet dashboard, logging performance metrics and preparing your weekly executive report. Your system shows a steady drop in unplanned maintenance costs this quarter—a direct result of your rigorous scheduling and attention to detail.


6:30 PM- Before signing off, you review tomorrow’s fleet assignments and double-check the shop schedule. You send a quick note to dispatch confirming two vehicles will be offline in the morning. Precision planning now prevents tomorrow’s fire drills.