Fleet Maintenance and Repair Advisor
Job Description
About the Operational Services Division (OSD)
The Operational Services Division (OSD) enables state government to obtain the goods and services it needs to serve the people of Massachusetts. OSD ensures that state procurements deliver best value and utilize fair, open, and competitive practices. The agency also helps thousands of businesses offer products and assistance to state agencies, local governments, and other public bodies - creating opportunities that contribute to economic growth and development. We work at the nexus between government and business and are privileged to make connections that support both sectors.
Join our Dynamic Team
OSD's dynamic team is guided by the following values: SERVICE, PARTNERSHIP, CREATIVE-PROBLEM SOLVING and RESPONSIVENESS. Our flexible work environment fosters work-life balance and collaboration, allowing us to effectively serve our state agency and local government partners so they can achieve their goals on behalf of the people of Massachusetts.
You'll be a great fit for our team if you believe in making state government work better, are forever curious and love building relationships and knowledge with partners in the public and private sectors. We look for people who are able to take initiative with a strong sense of urgency and enthusiasm, stay current on evolving policies, practices, industry and market trends, and consistently bring fresh ideas that contribute to a culture of innovation.
Office of Vehicle Management (OVM)
OVM is the Commonwealth's central fleet authority, responsible for the strategic oversight, policy development, and operational support of state-owned Executive Branch vehicles. OVM manages a diverse fleet that supports public safety, human services, environmental protection, and general government operations across 40+ agencies. The unit sets fleet standards, administers vehicle acquisition and disposal programs, oversees maintenance and utilization, and leads statewide initiatives such as fleet electrification and sustainability. Through a combination of policy leadership, data driven decision making, and cross agency collaboration, OVM ensures the fleet is safe, compliant, cost effective, and aligned with the Commonwealth's long term operational and environmental goals.
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Under the supervision of the Deputy Fleet Administrator, the Fleet Maintenance and Repair Advisor will be responsible for overseeing the Commonwealth's light and medium duty fleet maintenance and repair operations, ensuring timely, cost effective, and policy compliant service delivery across more than 2,700 vehicles. The role authorizes and reviews repair activity, manages vendor performance, analyzes cost data to drive lifecycle decisions, administers accident and driver compliance programs, supports vehicle acquisitions activities, and provides operational backup to the OVM field office to maintain uninterrupted fleet services. This position will report to a designated office five days per week at our Westborough OVM Field Office, and required to report to 1 Ashburton Place in Boston as needed.
Key Responsibilities:
- Oversee maintenance and repair activities for the Commonwealth's fleet to ensure cost-effective, timely, and policy-compliant service delivery.
- Review and authorize repair and maintenance requests within established cost thresholds and service level expectations.
- Identify cost-saving opportunities, document cost avoidance, and recommend vehicle removal when repair costs exceed valuation benchmarks.
- Manage the daily operational relationship with Fleet Response and resolve vendor or agency service issues.
- Administer the Commonwealth tire program, including vetting requests, issuing purchase authorizations, and ensuring warranty and invoice accuracy.
- Review and approve vendor invoices for accuracy and payment eligibility; coordinate with OSD Finance to ensure timely payment and prompt pay discounts.
- Process chargebacks and maintain accurate financial records within RTA Fleet 360 and COMMBUYS.
- Administer the OVM Vehicle Accident Program, ensuring timely documentation, repair coordination, and policy compliance.
- Manage the "1-800 How Am I Driving" program, track driver performance trends, and coordinate corrective actions for repeat complaints.
- Support preventable accident reporting and collaborate with leadership on corrective action strategies.
- Support the Vehicle Acquisitions Program, including delivery tracking and procurement support.
- Evaluate bid submissions during peak demand and assist with vendor selection recommendations.
- Enter and manage procurement data in COMMBUYS to support efficient quoting and award processes.
- Develop and deliver training and presentations to agencies and OVM stakeholders on fleet policies and procedures.
- Provide backup support to OVM field office operations during peak demand or staff absences to ensure uninterrupted service delivery.
Preferred Qualifications:
- Experience managing fleet maintenance, repair, accident, or vehicle lifecycle programs in a public or large organizational environment.
- Demonstrated ability to analyze repair data, identify cost savings opportunities, and make defensible asset management recommendations.
- Working knowledge of fleet management systems
- Experience with public procurement processes and systems, including COMMBUYS or comparable eProcurement platforms.
- Strong financial acumen, including invoice review, chargebacks, payment eligibility determination, and budget tracking.
- Proven ability to collaborate with cross-functional stakeholders, manage vendor relationships, and enforce policy in a service-oriented environment.
Candidates should submit a resume and cover letter outlining their experience and interest in the position.
The Operational Services Division values staff diversity and contributions to an inclusive working and learning environment.
DEI Value Statement:
Diversity, Equity, and Inclusion are integral to the Operational Services Division's (OSD's) mandate to oversee transparent and equitable practices through a variety of public services and programs within the Commonwealth of Massachusetts. OSD commits to cultivating and nurturing a diverse workforce, which is reflective of the communities we serve and recognized as our greatest strength. Diversity, Equity, and Inclusion are our core principles, guiding us in who we aspire to be in our business operations and partnerships.
Qualifications
First consideration will be given to those applicants that apply within the first 14 days.
MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) three years of full time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.
Substitutions:
I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the-required experience.
II. A Graduate degree with a major in business administration, business management or public administration may be substituted for the required experience.
III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.
Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
Comprehensive Benefits
When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.
Want the specifics? Explore our Employee Benefits and Rewards!
An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.
The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.
Perks and Benefits
Health and Wellness
- Health Insurance
- Health Reimbursement Account
- Dental Insurance
- Vision Insurance
- Life Insurance
- Short-Term Disability
- Long-Term Disability
- FSA
- HSA
- Mental Health Benefits
Parental Benefits
- Adoption Assistance Program
- Family Support Resources
Work Flexibility
- Flexible Work Hours
- Hybrid Work Opportunities
Office Life and Perks
- Commuter Benefits Program
Vacation and Time Off
- Paid Vacation
- Paid Holidays
- Personal/Sick Days
- Volunteer Time Off
Financial and Retirement
- Pension
- Financial Counseling
Professional Development
- Promote From Within
- Mentor Program
- Access to Online Courses
- Lunch and Learns
- Internship Program
- Leadership Training Program
- Associate or Rotational Training Program
Diversity and Inclusion
- Diversity, Equity, and Inclusion Program