Fleet Specialist

Position Summary

The Fleet Specialist is responsible for the day-to-day administration, coordination, and optimization of the company's North American vehicle fleet. This role serves as the operational owner of fleet vendor management, vehicle inventory and lifecycle planning, system administration, fuel management, analytics, and internal customer support.

The Fleet Specialist partners closely with Operations, Talent Acquisition, Finance, and external vendors to ensure vehicles are ordered proactively, upfitted and branded consistently, maintained appropriately, registered and compliant, and aligned with business needs. This role plays a critical part in maintaining fleet data accuracy, anticipating future vehicle demand, and providing actionable insights that support cost control, operational readiness, and a strong internal customer experience.

Responsibilities

Fleet Vendor & Program Management

• Serve as the primary point of contact for fleet-related vendors across North America, including leasing, maintenance, fuel, registration, upfitting, and branding partners.
• Coordinate vehicle ordering, delivery, upfitting, branding, and decommissioning activities to meet operational timelines and business requirements.
• Support vendor performance management and issue resolution related to billing, service levels, vehicle availability, and system accuracy.

Vehicle Inventory & Lifecycle Management

• Maintain accurate, real-time vehicle inventory across the entire North American fleet, including vehicles in service, in transit, on order, or pending disposition.
• Monitor vehicle age, mileage, condition, and utilization to proactively recommend replacements and optimize fleet health.
• Ensure vehicles are ordered well in advance of business needs to support new hires, replacements, and growth initiatives.

Enterprise Fleet System Administration & Data Accuracy

• Own day-to-day administration of the Enterprise fleet management system (or equivalent), including vehicles in/out, new vehicle orders, transfers, and status updates.
• Ensure customer IDs, driver assignments, locations, cost centers, and departmental data are accurate and current.
• Process vehicle transfers between drivers, departments, and locations, ensuring system alignment and documentation accuracy.
• Identify and resolve data discrepancies across fleet, HR, and financial systems to maintain system integrity.

Fuel Card & Fuel Management Administration

• Own end-to-end administration of the fuel management program across the North American fleet.
• Ensure accurate issuance, assignment, reassignment, replacement, and deactivation of fuel cards, fuel PINs, and driver IDs.
• Maintain alignment between fuel systems and fleet records, ensuring accuracy across vehicles, drivers, and cost centers.
• Monitor fuel usage for anomalies, misuse, or discrepancies and escalate issues as appropriate.
• Support internal customers with fuel card issues, PIN resets, and general fuel program questions.

Internal Customer Support & Communication

• Serve as a primary point of contact for internal customers, including field leaders, managers, and drivers, regarding vehicle status, maintenance, fuel access, and replacements.
• Maintain ongoing communication with internal customers to understand vehicle health, usage patterns, and upcoming needs.
• Provide proactive guidance and recommendations related to vehicle replacements, upgrades, or operational improvements.

New Hire & Workforce Planning Support

• Partner closely with Talent Acquisition and HR to maintain awareness of upcoming vehicle needs related to new hires, role changes, and workforce growth.
• Align vehicle ordering and availability with hiring timelines and onboarding plans.

Registration, Compliance & Maintenance Support

• Monitor vehicle registration renewals across all jurisdictions and ensure registrations remain current.
• Coordinate maintenance programs and support internal customers with maintenance-related questions and issue escalation.
• Assist with compliance-related documentation, reporting, and audits as needed.

Branding & Upfitting Coordination

• Coordinate vehicle branding, decals, wraps, and upfitting to ensure consistency with company standards.
• Manage vendor coordination for installations, removals, and updates tied to branding or equipment changes.

Fleet Analytics, Reporting & Insights

• Own analysis and reporting related to all aspects of fleet operations, including vehicle inventory, utilization, age and mileage, maintenance trends, fuel usage, registration status, and vendor performance.
• Monitor fleet data to identify trends, risks, inefficiencies, and opportunities for cost savings and operational improvement.
• Proactively surface insights related to vehicle replacement timing, underutilized or overutilized vehicles, and future fleet needs.
• Develop and maintain recurring and ad hoc reports, dashboards, and summaries for leadership and cross-functional partners.
• Translate fleet data into actionable recommendations that support budgeting, workforce planning, and operational readiness.

Projects & Continuous Improvement

• Support ad hoc fleet projects, system enhancements, integrations, audits, and process improvement initiatives.
• Identify opportunities to improve fleet efficiency, data accuracy, customer experience, and scalability.

Qualifications

Required Qualifications

• 3 years of experience in an operations or administrative role, preferred in fleet administration.
• Experience working with fleet management systems (Enterprise Fleet Management or similar preferred).
• Strong organizational skills with the ability to manage multiple priorities across a large, distributed fleet.
• High attention to detail and commitment to data accuracy and documentation.
• Strong customer service orientation and ability to communicate effectively with field and corporate stakeholders.

Preferred Qualifications

• Experience supporting multiple state fleet.
• Familiarity with vehicle lifecycle planning, mileage analysis, and replacement strategies.
• Experience partnering with Talent Acquisition or workforce planning teams.
• Knowledge of multi-state and multi-province vehicle registration processes.

Who We Are:

At Integrated Power Services (IPS), we're committed to empowering you to make a meaningful impact. As the industry's leading and fastest-growing service provider, IPS offers single-source electromechanical and power management solutions to enhance the reliability of critical infrastructure across North America and the United Kingdom. We serve over 30,000 essential customer locations, from renewable energy pioneers to hospitals, manufacturers, and municipalities, helping them avoid costly downtime and ensure mission-critical operations.

When you join IPS, you're joining a team that's revolutionizing equipment and process reliability across diverse sectors, from power generation to petrochemicals, and beyond. You'll learn from industry experts, grow alongside a talented workforce, and be part of a company that is built on the Shared Values of Safety, Integrity, Teamwork, Accountability, Customer Focus, and Entrepreneurial Spirit.

Benefits:

• Paid Time Off (PTO)
• 401k Employer Match
• Bonus Incentives
• Tuition Reimbursement Program
• Medical, Dental and Vision plans
• Employee Assistance Program (EAP)
• And more!

IPS is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, or veteran status.

Any offer of employment is contingent upon the successful completion of a background and driving record investigation. As a federal contractor, our company is committed to maintaining a safe and drug-free workplace. Candidates for this position are required to complete a pre-employment drug screen successfully. The drug screening process will include testing for substances that may impair one's ability to perform the job safely and effectively.

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