Maintenance Coordinator- Nights

The Maintenance Coordinator is responsible for supporting day-to-day maintenance scheduling, work order management, and communication between shop personnel, drivers, and operations teams. This role ensures maintenance activities are efficiently scheduled, properly documented, and aligned with regulatory and company standards. The Maintenance Coordinator plays a key role in reducing downtime, supporting compliance, and improving overall fleet readiness.

Summary of Essential Job Functions

Scheduling & Coordination

• Schedule and coordinate preventative maintenance, repairs, and DOT inspections for fleet equipment.
• Monitor equipment availability and align service timing with operational needs.
• Communicate service schedules with dispatch, shop teams, and drivers to avoid service disruptions.

Work Order Management

• Open, track, and close maintenance work orders in the company’s maintenance management system.
• Ensure accuracy and completeness of service records, parts usage, and labor entries.
• Follow up on open work orders and ensure timely completion of repairs.

Compliance & Documentation

• Maintain and organize maintenance files, including DOT inspections, service logs, and repair history.
• Support audit readiness by ensuring records meet company and regulatory documentation standards.
• Track preventative maintenance schedules and ensure timely service completion.

Communication & Customer Service

• Serve as a liaison between drivers, shop technicians, and operations regarding repair needs and equipment status.
• Provide status updates on equipment repairs and coordinate substitutions when needed.
• Escalate urgent maintenance issues to appropriate leadership for resolution.

Reporting & Administrative Support

• Generate daily or weekly reports on PM compliance, downtime, and equipment availability.
• Assist with warranty tracking, vendor invoicing, and parts coordination as needed.
• Support other administrative functions related to maintenance and fleet operations.

Other Responsibilities

• Assist with safety compliance tasks such as recall tracking, CSA monitoring, or inspection scheduling.
• Perform other duties as assigned to support maintenance and operational efficiency.

Core Competencies

Organization & Follow-Through

• Keeps maintenance records accurate and up to date.
• Ensures scheduled work is completed and properly documented.

Communication & Coordination

• Maintains clear communication between departments and keeps stakeholders informed.
• Coordinates with drivers and dispatch to reduce service disruptions.

Customer Service

• Provides prompt and professional service to both internal teams and external vendors.
• Anticipates issues and takes action to keep operations running smoothly.

Compliance & Recordkeeping

• Ensures documentation meets regulatory and company standards.
• Supports audit and inspection readiness through proper file management.

Problem Solving

• Identifies delays or barriers in the maintenance process and works to resolve them quickly.
• Uses tools and data to improve shop scheduling and asset availability.

Required Skills and Qualifications

• High School Diploma or GED required; Associate’s Degree or technical training preferred.
• 2 years of experience in maintenance coordination, dispatch, or fleet support preferred.
• Familiarity with Class 8 trucks, trailers, and basic maintenance terminology.
• Experience using maintenance management software (e.g., TMT, Fleetio, or equivalent).
• Proficient in Microsoft Office Suite, particularly Excel and Outlook.
• Strong organizational skills and attention to detail.
• Effective communication and customer service skills.
• Ability to prioritize and multitask in a fast-paced environment.

Abilities Required

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential job functions.

While performing the responsibilities, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel and to manipulate keys on a keyboard. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close vision.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.