Fleet Maintenance Coordinator

Location: Yard 101PA – 400 Stewart Rd, Wilkes Barre, PA 18706

Classification: Regular, Full‑Time | Hourly, Non‑Exempt (overtime eligible)

Schedule: Monday – Friday, 7 a.m. – 5 p.m. with weekend coverage; fleet maintenance teams may be on call 24/7.

Supervisor: Fleet Maintenance Manager | Direct reports: Fleet Technicians

About the Role

The Fleet Maintenance Coordinator is responsible for day‑to‑day coordination of all fleet maintenance activities within the assigned region. Acting as the primary point of contact for drivers, vendors, dispatch, and operations, the Coordinator schedules and monitors repairs, manages work orders, communicates equipment status, tracks maintenance costs and downtime, and ensures maintenance records remain accurate and compliant. The role also includes performing light mechanical repairs, inspections, troubleshooting, and preventive‑maintenance support to maximize fleet uptime and equipment reliability. This position is not eligible for visa sponsorship; applicants must be permanently authorized to work in the United States.

Key Responsibilities

• Uphold and model the Company’s vision, mission, and core values; adhere to all policies, processes, and safety manuals.
• Attend required Company meetings and trainings; assist in training others as needed.
• Serve as the primary maintenance contact for assigned fleet assets; coordinate repairs, preventive‑maintenance services, inspections, and vendor work.
• Receive, review, and prioritize maintenance requests from drivers, dispatch, and operations.
• Open, manage, and close work orders in the CMMS; assess repair urgency to minimize downtime.
• Schedule equipment for maintenance, inspections, and repairs while balancing operational needs.
• Coordinate repair activities with internal technicians, dealerships, vendors, roadside service providers, and external repair facilities.
• Monitor equipment status throughout the repair process and provide updates to Operations, Dispatch, and the Fleet Maintenance Manager.
• Track out‑of‑service time and assist in minimizing downtime; review DVIRs and route defects for corrective action.
• Manage roadside breakdown events, including vendor coordination, driver communication, repair authorization, and status tracking.
• Monitor fleet platforms (e.g., Samsara) for maintenance alerts and service notifications.
• Assist with warranty claim documentation and repair record management.
• Coordinate parts ordering and monitor parts availability for scheduled repairs.
• Maintain accurate maintenance histories, compliance records, inspection reports, registrations, and equipment files.
• Ensure preventive‑maintenance schedules are maintained and services completed within established intervals.
• Track and report maintenance KPIs (PM compliance, downtime, road calls, repair completion status) and prepare weekly activity reports.
• Escalate recurring equipment issues, excessive repair costs, compliance concerns, or vendor performance issues.
• Participate in maintenance planning meetings and provide updates on fleet status and repair activity.
• Perform minor repairs and maintenance on tractors, trailers, and tankers as workload permits.
• Complete basic troubleshooting of electrical, lighting, air system, brake, and trailer‑related issues.
• Perform PM inspections and assist with preventive‑maintenance services.
• Replace and repair items such as lights, mud flaps, airlines, glad hands, sensors, batteries, wiper systems, and other minor components.
• Conduct equipment inspections and determine in‑house versus external repair needs.
• Support yard checks and equipment condition assessments.
• Perform basic reefer unit inspections, troubleshooting, and minor repairs; diagnose common reefer issues (batteries, wiring, sensors, belts, fuses, door switches, alarms).
• Coordinate major reefer repairs and refrigeration system work with authorized vendors or service providers.

Qualifications

• High School Diploma or GED required.
• Associate’s degree in Diesel Technology, Fleet Management, Transportation, Business Administration, or related field preferred.
• 3–5 years of experience in fleet maintenance coordination, maintenance planning, transportation operations, or fleet administration preferred.
• Working knowledge of preventive‑maintenance programs for Class A tractors, trailers, tankers, and heavy equipment.
• Experience using a Computerized Maintenance Management System (CMMS) to schedule repairs, document maintenance history, and monitor equipment performance.
• Ability to review Driver Vehicle Inspection Reports (DVIRs) and coordinate timely corrective actions.
• Knowledge of FMCSA, DOT, and OSHA regulations related to commercial fleet maintenance.
• Understanding of diesel engines, trailer systems, brakes, suspension, electrical systems, hydraulics, HVAC, and refrigerated (reefer) equipment sufficient to effectively coordinate repairs.
• Experience coordinating outside vendors, mobile repair providers, and internal fleet technicians.
• Strong proficiency with Microsoft Office (Excel, Outlook, Teams).
• Excellent organizational, communication, and customer‑service skills; ability to manage multiple priorities simultaneously.
• Ability to work independently and as part of a team.
• Willingness to travel up to 25 %.
• Previous hands‑on experience as a diesel technician, trailer technician, fleet mechanic, or similar maintenance role strongly preferred.
• Ability to safely perform basic mechanical repairs and inspections on Class 8 tractors, trailers, tank equipment, and reefer units.
• Working knowledge of transport refrigeration units (Thermo King and Carrier preferred) with ability to perform basic troubleshooting, inspections, and minor repairs.

Key Competencies & Skills

• Preventive Maintenance Scheduling
• CMMS Administration
• Vendor Management
• Technician Scheduling
• DOT/FMCSA/Compliance & DVIR Review
• Fleet Availability Planning
• Maintenance Cost Control
• Work Order Management
• Communication & Collaboration
• Mechanical Troubleshooting & Repair
• Tractor, Trailer & Tanker Inspection
• Transport Refrigeration (Reefer) Systems
• Equipment Diagnostics & Condition Assessment

Physical Requirements

• Remain seated for extended periods while working on a computer and telephone.
• Frequent use of computer, keyboard, mouse, and standard office equipment.
• Frequent verbal communication with drivers, technicians, vendors, and operations personnel.
• Occasional walking through maintenance shops, fleet yards, and production facilities.
• Occasional climbing of steps or ladders to inspect equipment or verify repairs.
• Occasional lifting and carrying of materials up to 25 lb.
• Bending, reaching, stooping, and crouching during equipment inspections.
• Work in both office and industrial environments with exposure to moderate noise, moving equipment, grease, dust, and varying weather conditions during yard or shop visits.
• Occasional travel between company facilities and vendor locations as business needs require.

Benefits

• Competitive base salary (DOE) plus performance‑based bonuses
• Health insurance coverage and wellness incentives
• Telemedicine for primary, urgent, and mental health care
• Dental, vision, short‑term disability, long‑term disability, critical illness, and accident coverage
• 401(k) with up to 4 % company match
• Company holidays and paid time off
• Opportunities for career growth and development
• Collaborative and supportive work environment
• Employee empowerment program – “We are all owners!”
• Expense reimbursement and cell‑phone reimbursement