Fleet and Transportation Manager

The Fleet and Transportation Manager manages the fleet and leads all transportation operations at Costaterra, ensuring that every journey, from the first welcome to the daily commute of our team, reflects the club's standards of service, safety and discretion. This position oversees three core areas Fleet Management: Valet Operations, and Staff Transportation, being responsible for their operational planning, scheduling, rosters, budget and team leadership. The Manager combines strong organizational and planning skills with a hands-on, service-driven approach, anticipating the needs of members, guests and internal departments, and developing a reliable, motivated and highly professional Transportation team.

• Manage the club's operational, ExCom, benefit and staff transportation vehicles, as well as rental vehicles delivered to prospects, guests and internal teams.
• Plan and control preventive maintenance, periodic inspections, repairs and cleanliness standards for the entire fleet.
• Ensure all vehicle documentation (registration, insurance, inspections) is valid and up to date.
• Manage accidents and claims, liaising with insurance companies, rental partners and service providers.
• Monitor fleet usage, mileage and fuel/energy consumption to optimize allocation and costs.

• Plan and manage staff transportation routes and timetables, aligned with departmental shift patterns and operational needs.
• Manage the Staff Transportation team, including working schedules, rosters, holidays, sick leave and absence management, ensuring full service coverage at all times.
• Ensure all pick-ups and drop-offs are completed safely and on time, in line with company policies and safety regulations.
• Adjust routes and capacity in response to seasonal staffing changes, events and new team members.
• Anticipate and respond to disruptions such as breakdowns, absenteeism, traffic or route changes, with effective contingency plans.

• Oversee daily valet operations across all arrival points, ensuring a seamless, warm and timely welcome and departure experience for members and guests.
• Define valet service standards, procedures and staffing levels according to occupancy, events and peak periods.
• Ensure the safe handling, parking and custody of member and guest vehicles, including key control procedures.
• Coordinate member and guest transfers to and from airports and local destinations, ensuring punctuality and service excellence.
• Manage incidents, damage claims and feedback related to valet services, ensuring prompt and discreet resolution
• Manage the staff transportation budget in line with company guidelines and the defined strategy, optimizing routes, vehicle allocation and capacity to ensure cost efficiency without compromising service quality.
• Gather feedback from departments and team members to continuously improve the service.

• Lead, recruit, train and develop the Transportation team, including Valets, Drivers, Fleet and Staff Transportation Coordinators.
• Build and manage weekly schedules and rosters across all three areas, ensuring adequate coverage for peak periods, events and extended operating hours.
• Monitor working hours, overtime, time off and driver rest periods in compliance with labour and driving regulations.
• Lead daily briefings, conduct performance reviews and promote a culture of safety, professionalism and service excellence.
• Ensure all team members hold valid licences and qualifications for the vehicles they operate.

• Prepare and manage the departmental budget, controlling costs related to fleet, fuel, maintenance, rentals and staffing.
• Manage supplier relationships (rental companies, workshops, transport providers, insurers), purchase orders and invoice tracking.
• Maintain accurate records and KPIs, including schedules, attendance, vehicle logs, incidents, kilometres and service levels.
• Ensure compliance with traffic laws, health and safety standards and Costaterra's sustainability policies, supporting the transition to lower-emission vehicles where applicable.

• Minimum of 3–5 years' experience in fleet management and transportation operations management, ideally in luxury hospitality, private clubs or resorts or within a fairly big operation.
• Proven experience leading multi-functional teams and building schedules and rosters for operations with extended hours.
• Valid driving licence (category B) required; a professional licence for passenger transport is a plus.
• Solid knowledge of traffic and road transport regulations, as well as fleet maintenance and insurance processes.
• Strong organizational, planning and budget management skills.
• Excellent communication and interpersonal skills; fluent in Portuguese and English, additional languages are a plus.
• People driven and able to inspire and motivate team members, leading by example.
• Proficiency in Microsoft Office; experience with fleet management or scheduling software.
• Strong problem-solving skills and ability to remain calm and perform under pressure.
• Service-oriented mindset, with a high level of discretion and attention to detail.
• Ability to work flexible hours including early mornings, evenings, weekends, and holidays.
• Commitment to delivering exceptional customer service to members and employees.