Bilingual Fleet Maintenance Coordinator

Lineage•Calgary, AB

7d•Hybrid

About The Position

The Bilingual Fleet Maintenance Coordinator is responsible for coordinating and executing maintenance and repair activities for fleet assets, ensuring compliance, minimizing downtime, and supporting operational needs. This role manages preventive maintenance schedules, work orders, and vendor relationships while maintaining accurate records in the Fleet Management System (Ultimo and/or Truckmate). A critical aspect of this role is providing approved purchase orders to vendors before maintenance or repair work begins, based on validated estimates, and monitoring estimate-to-actual variance to control costs. Success requires strong organizational skills, attention to detail, and the ability to communicate effectively with internal stakeholders and external vendors in a fast-paced environment.

Requirements

Must be bilingual in French and English
3–5 years of experience in fleet maintenance coordination or related field.
Knowledge of tractors, trailers, chassis, reefers, and gensets.
Familiarity with DOT/FMCSA or NSC regulations.
Experience with Fleet Management Systems (Ultimo or Truckmate).
Strong organizational and communication skills.
Ability to prioritize and adapt in a fast-paced environment.
Proficiency in Microsoft Office; experience with reporting tools preferred.

Responsibilities

Schedule and coordinate preventive maintenance (PM) and commercial vehicle inspections (CVI) for all fleet assets.
Respond to over-the-road breakdowns and arrange emergency repairs promptly.
Monitor maintenance related EDVIR defect reports and ensure timely corrective actions.
Create and manage work orders in Fleet Management Systems (Ultimo or Truckmate).
Maintain accurate asset profiles and detailed maintenance history.
Validate data integrity to support compliance, reporting, and financial decision-making.
Provide approved purchase orders to vendors before maintenance or repair work begins, ensuring alignment with validated estimates.
Review vendor estimates for accuracy and escalates approvals beyond spend thresholds.
Monitor estimate-to-actual variance and take corrective action to reduce discrepancies.
Ensure vendor compliance with SLAs and company standards.
Act as the primary liaison between Fleet and Operations dispatch teams to align maintenance schedules with load planning.
Communicate proactively with third-party vendors to confirm service timelines and resolve issues.
Monitor shared fleet maintenance mailboxes and respond promptly to internal and external inquiries.
Provide timely updates to stakeholders on asset status and repair progress.
Review invoices with disputes for timely processing.
Monitor, control, & approve estimates.
Ensure lowest cost is a priority while still balancing service.
Actively monitor and pursue warranty opportunities.
Support monthly accruals and cost tracking.
Drill into historical maintenance data to validate estimates and make cost-effective repair decisions.
Identify recurring issues and provide insights into Fleet leadership for continuous improvement.
Ensure adherence to DOT/FMCSA or NSC regulations.
Maintain documentation for audits and inspections.
Track wheel retorque and other safety-critical tasks.