Fleet Maintenance Coordinator

We are seeking a highly organized, detail-driven, and proactive Fleet Maintenance Coordinator to support and manage all aspects of our fleet’s maintenance operations. In this role, you will serve as a key point of contact between drivers, owner-operators, repair shops, and internal departments. Your primary responsibility is to ensure that all equipment is properly maintained, compliant, and operating safely, while minimizing downtime and keeping maintenance activities running smoothly and efficiently.

Key Responsibilities

• Coordinate and schedule all preventive maintenance (PMs), PTIs, DOT inspections, and shop appointments to ensure compliance and equipment readiness
• Maintain constant communication with drivers, owner-operators, service shops, and internal teams to provide updates, clarify repair needs, and ensure smooth maintenance workflows
• Monitor repair statuses, update all information in the TMS, and maintain real-time visibility of fleet maintenance progress
• Follow up with shops to confirm repair timelines, verify parts availability, and ensure all deadlines are met
• Assist in coordinating breakdowns and emergency repairs, providing support to drivers and facilitating quick resolution
• Review, log, and organize maintenance-related documents including notes, repair orders, invoices, quotes, and approval requests
• Ensure all maintenance activities adhere to company policies, safety standards, and regulatory requirements
• Identify potential issues or recurring maintenance concerns and communicate them to management for further evaluation
• Maintain accurate, well-organized maintenance records for auditing, reporting, and planning purposes
• Support continuous improvement efforts by helping refine maintenance processes and suggesting operational enhancements

Requirements

• Minimum 1 year of experience in fleet maintenance, trucking operations, dispatching, or a similar logistics/transportation role
• Strong verbal and written communication skills, with the ability to interact effectively with drivers, vendors, and internal stakeholders
• Excellent organizational skills, strong attention to detail, and the ability to manage multiple tasks at once
• Comfortable using TMS systems, spreadsheets, Slack, and other digital tools for communication and workflow management
• Ability to work independently and remain productive in a remote work environment
• Strong problem-solving skills and a proactive approach to identifying and addressing maintenance needs
• Ability to stay calm and handle urgent or unexpected situations professionally

Schedule

• Full-time
• Remote