Director of Fleet - Accounting

Bay Cove Human Services’ mission is to partner with people to overcome challenges and realize personal potential. Bay Cove pursues this mission by providing individualized and compassionate services to people facing the challenges associated with developmental disabilities, mental illness, substance use disorders, and homelessness at more than 175 program sites throughout Greater Boston and Southeastern Massachusetts.

Reports To: CFO Direct Reports: N/A FLSA Status: Exempt Position Summary The Director of Fleet is responsible for the strategic oversight, operational efficiency, and regulatory compliance of the organization’s entire vehicle fleet (including a diverse mix of owned and leased cars, minivans, and specialized accessible vehicles). Serving a $185M+ nonprofit with extensive community-based programming, this role ensures that program staff have safe, reliable, and cost-effective transportation to support our clients. The ideal candidate will blend strong vendor management skills (leasing companies, maintenance shops) with a data-driven approach to budgeting, safety asset management, and lifecycle tracking.

Key Responsibilities

• Fleet Operations & Lifecycle Management

Lease vs. Buy Analysis: Manage relationships with Fleet Management Companies (FMCs) and leasing partners. Regularly analyze the financial benefits of leasing versus purchasing vehicles to optimize capital allocation. Acquisition & Disposal: Direct the procurement of new vehicles, upfitting (e.g., wheelchair lifts, safety cages), and the decommissioning/remarketing of retired assets to maximize resale value. Asset Tracking: Maintain a flawless centralized inventory database tracking vehicle locations, assigned programs, titles, registrations, and EZ-Pass/toll management.

• Financial Management & Cost Control

Budget Accountability: Oversee the annual fleet operating budget (fuel, maintenance, leasing fees, insurance). Cost Allocation: Design and manage systems to accurately allocate vehicle costs, lease payments, and fuel expenses back to the specific program budgets and funding streams. Fuel Program Management: Administer the corporate fuel card program, monitoring usage patterns to detect and mitigate fraud or waste.

• Maintenance, Safety & Compliance

Preventative Maintenance: Establish and enforce routine maintenance schedules across all geography/sites to minimize vehicle downtime and ensure staff and client safety. Regulatory Compliance: Ensure all vehicles pass required state inspections, environmental emissions tests, and department of transportation (DOT) regulations if applicable. Accident & Risk Management: Serve as the primary point of contact for vehicle accidents. Partner with Risk Management/HR to process insurance claims, coordinate repairs, and review telematics/driving data to improve driver safety standards.

• Vendor & Program Relations

Vendor Management: Negotiate and manage contracts with national and local maintenance shops, tire vendors, and fuel providers to secure preferred nonprofit pricing. Program Support: Act as a responsive customer-service partner to Program Directors, resolving vehicle shortages, arranging temporary rentals, and tracking routine maintenance disruptions.

Qualifications & Skills Required Experience & Education:

Education: Bachelor’s degree in Business Administration, Logistics, Supply Chain Management, or a related field (equivalent experience will be considered). Experience: 7+ years of progressive experience in commercial or large-scale organizational fleet management. Scale Experience: Proven experience managing a fleet of at least 100+ vehicles spread across multiple operating locations. Nonprofit or human services environment experience is a major plus.

Technical Skills:

Fleet Management Software (FMS): Proficiency using modern fleet tracking platforms (e.g., Geotab, Samsara, Fleetio) and telematics systems. Data & Excel Skills: Strong proficiency in Microsoft Excel for tracking vehicle depreciation, mileage trends, and cost-per-mile metrics. Regulatory Knowledge: Deep understanding of state motor vehicle laws, registration processes, and commercial/non-profit insurance workflows.

Core Competencies:

Vendor Negotiation: Strong contract negotiation skills with the ability to hold leasing companies and repair shops accountable to SLAs. Logistical Problem-Solving: Ability to manage logistics across dozens of decentralized program locations simultaneously. Communication & Empathy: Exceptional communication skills to work effectively with both executive leadership and on-the-ground program staff who rely on these vehicles daily.

Bay Cove Human Services is an Equal Opportunity Employer and does not discriminate on the basis of race, ethnicity, religion, sex, gender identity or expression, national origin, sexual orientation, disability, age, veteran status, or any other groups as protected by Massachusetts or federal law. All qualified candidates, regardless of background, are encouraged to apply. Bay Cove Human Services does not offer visa sponsorships at this time and will require candidates to be authorized to work in the United States.

Pay Range: $95,000 - $100,000 Annual Salary