Fleet Maintenance Coordinator

Fleet Maintenance Coordinator – D&J Diesel Fleet Service

Position Summary

The Fleet Maintenance Coordinator is responsible for planning, scheduling, and coordinating preventive maintenance, repairs, inspections, and vendor services for all company fleet assets. This position ensures fleet equipment remains safe, compliant, and available for operations by working closely with internal departments, dealerships, third-party repair facilities, drivers, and shop personnel. The Fleet Maintenance Coordinator manages maintenance schedules, tracks repair status and maintains accurate maintenance records while minimizing equipment downtime.

Essential Duties & Responsibilities

Fleet Maintenance Scheduling

• Develop and manage preventive maintenance (PM) schedules for all fleet assets.
• Coordinate weekly maintenance schedules with operations and department supervisors.
• Distribute weekly maintenance schedules for management review and approval.

Repair Coordination

• Coordinate repairs between company shops, dealerships, and third-party repair vendors.
• Schedule and monitor equipment repairs to minimize downtime.
• Obtain repair estimates and approvals before work is performed.
• Monitor repair progress and communicate status updates to management.
• Ensure warranty repairs are identified and processed whenever applicable.

Vendor & Dealership Management

• Serve as the primary point of contact with dealerships, OEM service centers, and outside repair vendors.
• Develop and maintain strong relationships with service providers.
• Evaluate vendor performance regarding quality, turnaround time, and cost.
• Negotiate repair timelines and coordinate equipment availability.

Maintenance Tracking & Documentation

• Maintain accurate maintenance histories for all fleet assets.
• Maintain records for DOT inspections, permits, registrations, warranties, and service intervals.
• Generate maintenance reports for management review.
• Ensure all maintenance documentation is completed accurately and filed properly.

Compliance & Safety

• Ensure fleet maintenance activities comply with:
• DOT regulations
• OSHA standards
• FMCSA requirements
• Company safety policies
• Manufacturer maintenance guidelines
• Monitor compliance with preventive maintenance schedules.
• Assist with fleet audits and regulatory inspections.

Communication & Customer Service

• Communicate maintenance schedules and repair status with supervisors and operations personnel.
• Coordinate equipment availability to reduce operational disruptions.
• Provide timely updates regarding equipment out of service and estimated completion dates.
• Support internal departments with maintenance-related questions and planning.

Inventory & Parts Coordination

• Assist in coordinating parts orders with vendors and suppliers.
• Monitor critical inventory levels for frequently used maintenance parts.
• Help ensure parts are available before scheduled maintenance begins.

Continuous Improvement

• Identify opportunities to improve fleet reliability and reduce maintenance costs.
• Analyze maintenance data to identify recurring equipment issues.
• Recommend process improvements that increase fleet uptime and efficiency.
• Support implementation of maintenance management software and reporting tools.

Qualifications

• High school diploma or GED required; technical or business education preferred.
• 3–5 years of experience in fleet maintenance, diesel repair coordination, or transportation operations.
• Working knowledge of commercial truck maintenance.
• Familiarity with DOT, FMCSA, and OSHA regulations.
• Experience coordinating repairs with dealerships and outside vendors.
• Strong organizational, scheduling, and multitasking skills.
• Excellent verbal and written communication abilities.
• Proficiency with Microsoft Office and fleet maintenance management software.
• Valid driver's license required; CDL preferred but not required.

Knowledge, Skills & Abilities

• Strong understanding of preventive maintenance programs.
• Ability to prioritize multiple maintenance requests in a fast-paced environment.
• Knowledge of diesel engines, trailers, hydraulic systems, and commercial vehicle components.
• Strong analytical and problem-solving skills.
• Ability to work independently while collaborating across departments.
• Excellent customer service and relationship management skills.
• Strong attention to detail and documentation accuracy.

Physical Requirements

• Ability to walk through shop and yard environments.
• Occasionally lift up to 40 pounds.
• Ability to work around commercial vehicles, equipment, and shop environments.
• May require occasional travel to vendor locations, dealerships, and operating facilities.

Performance Expectations

• Maintain fleet preventive maintenance compliance above company targets.
• Minimize equipment downtime through proactive scheduling and coordination.
• Ensure timely completion of repairs and preventive maintenance.
• Maintain accurate and complete maintenance records.
• Control maintenance costs through effective vendor management and planning.
• Promote a culture of safety, accountability, and operational excellence.

D&J is an Equal Opportunity Employer. We do not discriminate based on race, color, religion, sex, national origin, age, disability, or any other characteristic protected by law. We encourage all qualified individuals to apply.

Pay: $75,000.00 - $95,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $75,000 - $95,000