Fleet and Asset Manager

Position Summary

The Fleet & Asset Manager is responsible for the day-to-day coordination, tracking, maintenance scheduling, documentation, and administrative management of The Hatch Group's vehicles and heavy equipment across our companies.

The company currently manages approximately 125 fleet and equipment assets, with seasonal winter operations increasing the total to approximately 200.

This position serves as the primary point of accountability for fleet administration, ensuring that vehicles and equipment are properly documented, insured, registered, maintained, tracked, and available to support field operations.

Working closely with operations, lead mechanic, scheduling, vendors, insurance providers, and leadership, the Fleet & Asset Manager will coordinate vehicle and equipment assignments, seasonal leasing, maintenance, accident and claims administration, vendor services, safety, and fleet expense reporting.

Key Responsibilities

Fleet & Asset Management

• Maintain an accurate, centralized inventory of all company-owned and leased vehicles, trucks, heavy equipment, and designated operating assets.
• Track asset location, assignment, availability, condition, and responsible driver or crew across all supported locations.
• Work with scheduling/operations teams to assist coordination of vehicle and equipment transfers between locations, crews, and job sites.
• Conduct periodic physical inventories and investigate discrepancies or unaccounted-for assets.
• Maintain records of purchases, leases, transfers, replacements, and disposals.
• Coordinate the use of GPS and fleet tracking systems
• Establish consistent procedures for vehicle check-in/check-out, keys, fuel cards, and reporting damaged or unavailable equipment.
• Maintain a safe driver report outlining approved drivers and non-eligible drivers by partnering with Director of Safety and Human Resources

Seasonal Fleet Coordination

• Coordinate seasonal vehicle requirements with operations and scheduling.
• Execute the approved winter fleet plan
• Coordinate vehicle orders, deliveries, documentation, assignments, and deployment.
• Track lease terms, mileage limits, renewal dates, vehicle condition, and return deadlines.
• Coordinate post-season vehicle returns and document damage or excess charges.
• Notify leadership and Finance of upcoming lease commitments, shortages, and potential cost concerns.
• Maintain a calendar of seasonal fleet additions, transfers, and returns.

Maintenance & Repairs

• Maintain preventive maintenance schedules for vehicles and heavy equipment.
• Coordinate routine servicing, inspections, repairs, tires, and other maintenance requirements in collaboration with lead mechanic. 
• Work with internal mechanics, dealerships, repair shops, and equipment vendors to ensure timely and cost-effective service.
• Maintain maintenance histories, repair records, and associated expenses for each asset.
• Track equipment downtime and communicate availability issues to scheduling and operations.
• Coordinate repair appointments and follow up to ensure timely completion.
• Obtain repair estimates and submit larger or unplanned expenses for approval.
• Identify recurring maintenance issues and bring potential replacement needs to leadership.

Registrations, Insurance & Compliance

• Track registrations, inspections, permits, insurance documentation, and expiration dates.
• Coordinate renewals and documentation updates with vendors, brokers, and internal departments.
• Ensure newly acquired, leased, transferred, and retired vehicles are reflected in fleet records and applicable insurance schedules.
• Maintain organized electronic files for registrations, insurance schedules, lease agreements, and maintenance records.
• Coordinate driver documentation and eligibility checks with HR and insurance providers.
• Escalate potential compliance gaps or expiring documentation before they disrupt operations.

Accidents, Damage & Claims

• Coordinate the administrative response to vehicle and equipment accidents or damage.
• Collect incident reports, photographs, repair estimates, and other required documentation.
• Notify appropriate internal personnel and coordinate with insurance brokers and carriers.
• Maintain a tracking log of claims, repairs, deductibles, and outstanding documentation.
• Follow up with insurance providers and repair facilities until matters are resolved.
• Coordinate with HR and safety personnel on investigations and corrective actions as appropriate.

Scheduling & Operations Support

• Work directly with scheduling, dispatch, and operations managers to coordinate fleet availability.
• Ensure vehicles and equipment are assigned according to approved operational requirements.
• Communicate maintenance schedules, equipment shortages, breakdowns, and transfer arrangements.
• Support seasonal readiness for snow and ice operations and peak paving periods.
• Maintain visibility into assets that are available, assigned, undergoing repair, or awaiting return.
• Escalate scheduling conflicts or shortages that could affect project execution.

Finance, Budget Monitoring & Expense Administration

• Work with Finance to maintain accurate fleet expense records by asset, location, operating company, and expense category.
• Collaborate with finance to track lease payments, maintenance, repairs, fuel, insurance, registrations, and rental expenses.
• Review fleet-related invoices for accuracy, supporting documentation, and confirmation that goods or services were received.
• Coordinate expense coding and allocation with Finance.
• Monitor spending against established budgets and flag unexpected expenses or unfavorable variances.
• Supply updated information on upcoming lease commitments, repairs, and seasonal fleet costs.
• Maintain records supporting month-end close, invoice processing, and fleet inventory reconciliation.
• Identify opportunities to reduce unnecessary rentals, avoidable charges, and underutilized assets.
• Obtain quotes and prepare recommendations for larger repairs, purchases, leases, and replacements.

Vehicle Lettering & Brand Management

• Coordinate vehicle lettering, logos, decals, and approved company branding.
• Schedule lettering for newly acquired vehicles or equipment
• Obtain quotes and coordinate installations with approved vendors.
• Maintain a list of vehicles requiring new or replacement graphics.
• Coordinate lettering removal or updates when vehicles are returned, transferred, or disposed of.

Desired Qualifications

• Three or more years of experience in fleet coordination, fleet management, equipment administration, transportation, or construction operations preferred.
• Experience working with vehicles, trucks, heavy equipment, or a field-service fleet.
• Strong technology skills and the ability to maintain accurate records across multiple locations.
• Experience coordinating maintenance, registrations, insurance documentation, repairs, and vendors.
• Basic to intermediate financial and analytical skills, including expense tracking, invoice review, spreadsheet reporting, and budget monitoring.
• Proficiency in Google sheets, Fleetio and general business software; experience with fleet tracking or GPS systems is beneficial.
• Strong communication, follow-up, and problem-solving skills.
• Ability to prioritize competing requests and coordinate effectively with operations and Finance.
• A proactive, detail-oriented approach and willingness to take ownership of administrative processes.
• Valid driver's license and acceptable driving record, as applicable.
• Ability to travel periodically between company locations and job sites.

Preferred: Experience in asphalt paving, construction equipment, snow and ice management, seasonal fleet operations, lease administration, or coordinating with Finance on fleet budgets and expenses.

Compensation

The annual salary for this position is $75,000–$90,000, depending on experience and qualifications. 

Schedule

This position is in-office Monday - Friday from 8AM - 5PM with occasional availability on weekends as business needs dictate.

Benefits: We're thrilled to offer our full-time employees with a healthy benefits package including Health, Life, and Dental Insurances. Additionally, we match in 401k contributions up to 4%.

Please note that Hatch is a drug free work environment and all employees are subject to pre-employment and random drug screenings throughout their employment.