Fleet Maintenance and Safety Manager

Pegasus Recovery Solutions•Dallas, TX

11d•$65,000 - $80,000•Hybrid

About The Position

Pegasus Recovery Solutions is seeking a hands-on fleet professional to organize fleet records, coordinate maintenance and repairs, track company assets, and help keep vehicles safely available for daily operations. This role is responsible for the daily administration and coordination of the company's vehicle fleet and assigned equipment. The primary objective is to ensure vehicles are properly maintained, accurately documented, appropriately equipped, and available for operations. This is a working management position focused on coordination, follow-through, record accuracy, and process improvement, and it does not initially supervise mechanics or other fleet employees.

Requirements

Three or more years of experience in fleet administration, vehicle maintenance coordination, transportation, logistics, equipment management, dispatch, or a related operational field.
Experience coordinating repairs and preventive maintenance with outside service providers.
Strong organizational skills and the ability to manage multiple vehicles, vendors, deadlines, and open issues.
Strong follow-through and attention to detail.
Ability to maintain accurate records and identify missing or inconsistent information.
Comfortable working with fleet software, spreadsheets, GPS platforms, and other technology systems.
Ability to communicate clearly with drivers, managers, vendors, and executive leadership.
Basic understanding of vehicle maintenance terminology and common repair issues.
Valid driver’s license and an acceptable driving record.
Ability to inspect vehicles and company equipment when necessary.

Nice To Haves

Experience using Fleetio or another fleet-management platform.
Experience with GPS, telematics, vehicle-camera, or equipment-tracking systems.
Experience in repossession, towing, transportation, logistics, field services, or another vehicle-intensive operation.
Experience tracking fuel cards, keys, tools, uniforms, cameras, or other assigned company assets.
Experience reviewing maintenance invoices, repair estimates, and service histories.
Familiarity with multi-location fleet operations.

Responsibilities

Monitor preventive-maintenance schedules and ensure required services are completed on time.
Coordinate vehicle repairs with approved repair shops, dealerships, tire vendors, and other service providers.
Track vehicles that are out of service and provide regular status updates to operational leadership.
Follow up with vendors regarding repair estimates, approvals, parts availability, completion dates, and vehicle pickup.
Review repair recommendations and escalate unusually costly or recurring repairs for leadership approval.
Maintain service histories, invoices, estimates, inspection records, and related documentation.
Identify recurring mechanical issues and recommend practical corrective actions.
Help reduce preventable breakdowns and unnecessary vehicle downtime.
Maintain accurate vehicle and maintenance records in Fleetio.
Enter and update odometer readings, service records, repair information, assignments, inspections, and vehicle status.
Monitor overdue maintenance, incomplete inspections, open issues, and missing documentation.
Reconcile Fleetio records with actual vehicle assignments and operational information.
Produce routine reports regarding maintenance status, vehicle availability, repair costs, and outstanding issues.
Improve the accuracy and consistency of fleet records and reporting.
Maintain an accurate list of active, assigned, available, spare, and out-of-service vehicles.
Coordinate vehicle assignments and reassignments with operational managers.
Track vehicle location, assigned driver, assigned department, keys, fuel cards, GPS devices, and other equipment.
Notify leadership when fleet availability may affect staffing or operational capacity.
Support the return, reassignment, or removal of vehicles during employee transfers and separations.
Help ensure vehicles are prepared before being issued to employees.
Maintain accurate records for GPS units, body cameras, vehicle cameras, and other telematics equipment.
Coordinate installation, replacement, troubleshooting, and removal with approved vendors and internal departments.
Track which devices are assigned to each vehicle or employee.
Monitor missing, inactive, damaged, or improperly assigned equipment and coordinate corrective action.
Support Fleetio, Vestige, USFleetTracking, TraceMyTrack, and other approved fleet-related systems.
Escalate significant equipment failures or data discrepancies to leadership and Business Systems.
Track required vehicle inspections, registrations, insurance documents, and related fleet records.
Support the documentation and follow-up process for accidents, vehicle damage, and safety concerns.
Confirm that accident reports, photographs, repair estimates, and supporting records are collected and retained.
Identify overdue inspections, unresolved safety issues, or vehicles that should not remain in service.
Coordinate with Operations, Compliance, and leadership when a vehicle presents a potential safety concern.
Help reinforce company fleet policies and vehicle-care expectations.
Support periodic audits of fleet records, vehicle condition, and assigned safety equipment.
Maintain accurate records of company-issued fleet equipment and operational assets.
Track fuel cards, keys, cameras, GPS devices, uniforms, safety equipment, tools, and other assigned property.
Coordinate equipment issuance, transfers, returns, replacements, and deactivation.
Conduct periodic inventory audits and investigate missing or inaccurate assignments.
Support onboarding and offboarding by confirming that required equipment is issued or returned.
Help establish standardized asset-assignment and property-return processes.
Maintain professional relationships with repair facilities, dealerships, tire vendors, towing providers, equipment installers, and other fleet vendors.
Obtain estimates and supporting information before significant repairs are approved.
Review invoices for accuracy and confirm that authorized work was completed.
Identify excessive charges, duplicate billing, repeated repairs, and avoidable expenses.
Provide Accounting with accurate invoices, approvals, and supporting records.
Recommend vendor changes when service quality, turnaround time, communication, or pricing is consistently inadequate.
Provide leadership with regular reports on vehicle availability, overdue maintenance, repair status, fleet expenses, and asset discrepancies.
Maintain a current list of unresolved fleet issues, responsible parties, and expected completion dates.
Document fleet procedures and update them when processes change.
Identify opportunities to improve maintenance scheduling, vehicle readiness, record accuracy, vendor performance, and equipment control.
Create clear, repeatable systems rather than relying on informal communication or individual memory.
Participate in operational meetings when fleet availability or maintenance concerns require discussion.