BestDrive Operations Support - Fleet & Vehicle Management

Company Description

BestDrive, a wholly owned subsidiary of Continental, is quickly becoming the top choice among commercial trucking fleets for our high-quality products and exceptional service. BestDrive Commercial Tire Centers specializes in providing fleet customers with innovative tire solutions including award winning Continental and General Tire brand products, innovative commercial solution products such as ContiPressureCheck, and a wide array of multi-brand truck tires to address all market segments. Since our founding in 2012, we presently have 25 locations throughout the United States and continue to rapidly expand our footprint throughout the country.

Job Description

HOW YOU WILL MAKE AN IMPACT -

The Operations Support – Fleet & Vehicle Management role is responsible for overseeing the full lifecycle management of company vehicles and fleet assets. This includes fleet compliance, vehicle registration and titling, maintenance coordination, vehicle damage resolution, incident and accident management, telematics oversight, fuel and rental programs, asset disposition, and regulatory reporting.

This position serves as the single point of accountability for fleet administration and operational vehicle impacts, including vehicle compliance (registration, insurance, inspections), vehicle damage and repair management, vehicle accidents and incidents (SafeTrack), Samsara telematics deployment and monitoring, fuel card programs, rentals, and end-of-life vehicle disposition through scrap or auction.

The role partners closely with Operations, Safety/DOT, HR, Finance, Insurance, IT, and external vendors to ensure fleet operations are compliant, visible, controlled, and audit-ready. In addition, this role is responsible for developing long-term fleet management solutions, establishing standardized fleet policies, and creating KPIs and metrics to ensure fleet data integrity, operational efficiency, and risk mitigation across the organization.

Key Responsibilities

Fleet & Vehicle Administration

• Maintain accurate and complete records for all company vehicles, including registration, titling, insurance documentation, inspections, compliance records, lease or ownership status, and asset details.
• Manage vehicle registrations across multiple states, including state-specific requirements such as emissions testing, safety inspections, VIN inspections, and renewal timelines.
• Administer trailer registrations, including permanent South Carolina plates and associated compliance documentation.
• Coordinate vehicle transfers between states and locations, ensuring timely updates to registration, insurance, telematics, and internal fleet tracking systems.
• Resolve vehicle title issues, including owned vehicles, lost or missing titles, lien releases, and title remediation.
• Track vehicle assignments, transfers, additions, removals, and reassignment to ensure accurate fleet visibility.
• Maintain centralized fleet databases, regional vehicle lists, and tracking tools to ensure data accuracy and audit readiness.

Fleet Compliance Monitoring & Regulatory Oversight

• Ensure all company vehicles remain fully compliant with registration, titling, insurance, inspection, and licensing requirements.
• Monitor renewal and expiration dates to prevent lapses in compliance.
• Prepare and maintain fleet compliance reports for audits, insurance reviews, and regulatory inquiries.
• Coordinate with insurance providers, state agencies, and internal stakeholders to resolve compliance gaps.
• Proactively identify non-compliant or at-risk vehicles and ensure corrective action is taken.
• Coordinate annual EPD decal compliance across all applicable states.
• Support regulatory programs such as IFTA registration and IRP compliance in partnership with leadership.

Fuel Cards, Rentals & Vendor Programs

• Administer fuel card programs for company vehicles, rentals, and Wheels programs, including card issuance, replacements, PIN resets, fuel limit changes, and exception management.
• Monitor fuel card usage for anomalies or misuse and escalate concerns as appropriate.
• Supports the Purchasing Manager with coordinating large truck rentals through Idealease, including onboarding, usage tracking, billing coordination, and offboarding.
• Maintain and distribute vehicle insurance cards annually and as needed, coordinating with Continental and internal stakeholders.
• Serve as the primary liaison with external vendors, including fleet management providers, rental and leasing companies, repair facilities, towing providers, and insurance partners.

Vehicle Tracking, Telematics & Mileage Management

• Oversee vehicle tr