Fleet Maintenance Coordinator

Position Summary

The Fleet Maintenance Coordinator supports the Fleet Maintenance Manager and shop team by coordinating preventive maintenance, repairs, work orders, parts and vendor activity, and maintenance records for the Company's fleet of heavy-duty trucks, light-duty vehicles, trailers, and related equipment. The position serves as a central communication point among maintenance, operations, drivers, and outside vendors to help keep equipment safe, compliant, available, and returned to service promptly.

Essential Duties and Responsibilities

Maintenance Scheduling & Work Order Coordination

• Coordinate preventive maintenance, required inspections, and recurring service based on mileage, engine hours, time intervals, manufacturer guidance, and Company standards.
• Monitor upcoming and overdue maintenance and communicate scheduling needs to the Fleet Maintenance Manager, shop personnel, and operations leadership.
• Create, update, and close work orders and ensure labor, parts, vendor services, repair descriptions, dates, and equipment status are accurately documented.
• Receive and track repair requests, driver-reported defects, and Driver Vehicle Inspection Report (DVIR) deficiencies; follow up until repairs and required documentation are complete.
• Maintain an accurate equipment status list, including units available, scheduled for service, out of service, awaiting parts, or assigned to outside vendors.
• Communicate repair priorities, anticipated completion times, delays, and return-to-service status to maintenance and operations stakeholders.

Parts, Vendor & Invoice Support

• Coordinate outside repairs, towing, tire service, mobile service, and other vendor support as directed; track equipment through completion and return.
• Assist with obtaining parts, supplies, pricing, and approvals and support parts-room organization, inventory accuracy, and replenishment activities.
• Review vendor estimates and invoices against approved work and completed work orders; identify discrepancies and route documents for approval and payment.
• Maintain vendor contact information, service history, warranty information, and related purchasing documentation.
• Escalate recurring vendor, parts-availability, repair-quality, or turnaround concerns to the Fleet Maintenance Manager.

Records, Compliance & Reporting

• Maintain organized vehicle and equipment maintenance files, inspection records, warranties, service documentation, purchase records, and vendor information.
• Support recordkeeping associated with DOT requirements, annual inspections, emissions testing, registrations, and other fleet-related compliance activities.
• Prepare and distribute routine reports on preventive maintenance compliance, equipment downtime, repair turnaround time, open work orders, vendor activity, and maintenance costs.
• Assist with equipment transfers, new-unit setup, asset identification, warranty tracking, and removal of retired equipment from maintenance systems.
• Audit maintenance records and system data for completeness and accuracy and follow up on missing or inconsistent information.

Communication & Continuous Improvement

• Serve as a communication link among the Fleet Maintenance Manager, technicians, drivers, operations leaders, vendors, and other internal partners.
• Help standardize shop administrative processes and recommend improvements that increase equipment availability, data accuracy, accountability, and cost control.
• Follow Company safety rules and maintain awareness of moving vehicles, equipment, tools, and shop hazards when working in maintenance and yard areas.
• Perform other duties and special projects as assigned.

Key Performance Indicators

Performance Area & Illustrative Measures:

• Preventive Maintenance: PM and required inspection completion rate; overdue-service count
• Equipment Availability: Vehicle availability; equipment downtime; units awaiting parts or vendor service
• Work Order Control: Open work orders; repair turnaround time; work-order completeness and accuracy
• Defect Follow-Up: Timely closure and documentation of DVIR defects and repair requests
• Cost & Vendor Support: Invoice accuracy; parts and vendor documentation; vendor turnaround time

Education and Experience

• High school diploma or equivalent required; associate degree or technical training in fleet maintenance, business, logistics, transportation, or a related field preferred.
• Two or more years of experience in fleet maintenance administration, maintenance coordination, service writing, parts, dispatch, transportation, automotive, heavy equipment, or a related environment preferred.
• Working knowledge of preventive maintenance scheduling, repair documentation, work orders, and commercial vehicle maintenance practices preferred.
• Experience using fleet maintenance software, computerized maintenance management systems, telematics platforms, or similar systems preferred.
• Proficiency with Microsoft Office, particularly Outlook, Excel, and Word.
• Basic familiarity with DOT maintenance and inspection recordkeeping requirements preferred.

Knowledge, Skills and Abilities

• Strong organizational skills, attention to detail, and consistent follow-through.
• Ability to manage multiple priorities and adjust quickly as repair needs and operational demands change.
• Clear, professional communication with technicians, drivers, operations leaders, vendors, and other internal partners.
• Ability to interpret maintenance information, identify missing or inconsistent documentation, and escalate concerns appropriately.
• Sound judgment, practical problem-solving skills, and a service-oriented approach.
• Ability to maintain confidential information and accurate business records.
• Ability to work independently while contributing to a fast-paced, team-oriented maintenance operation.

Work Environment and Physical Requirements

• This position is primarily administrative and is based in or near a fleet maintenance facility, with regular interaction in the shop and equipment yard.
• Ability to work around noise, dust, fumes, grease, moving vehicles and equipment, uneven surfaces, and indoor or outdoor weather conditions and to comply with required personal protective equipment and safety rules.
• Ability to stand, walk, bend, reach, climb steps, and occasionally lift or carry up to 25 pounds. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
• Occasional early-morning, evening, weekend, or travel between Company locations may be required based on operational needs.