Fleet Maintenance Coordinator

Nutrition 101•Wilkes-Barre, PA

6d•Onsite

About The Position

The Fleet Maintenance Coordinator is responsible for the day-to-day coordination of all fleet maintenance activities within their assigned region. This position serves as the primary point of contact for drivers, vendors, dispatch, and operations regarding equipment repairs, preventive maintenance, breakdowns, and maintenance-related issues. Working under the direction of the Fleet Maintenance Manager, the Coordinator schedules and monitors repairs, manages work orders, communicates equipment status, tracks maintenance costs and downtime, and ensures maintenance records remain accurate and compliant. The role is focused on maximizing fleet uptime through proactive communication, effective repair coordination, and timely resolution of maintenance issues. In addition to coordinating maintenance activities, this position performs light mechanical repairs, inspections, troubleshooting, and preventive maintenance support as needed to maximize fleet uptime and equipment reliability.

Requirements

High School Diploma or GED required.
Experience utilizing a Computerized Maintenance Management System (CMMS) to schedule repairs, document maintenance history, and monitor equipment performance.
Ability to review Driver Vehicle Inspection Reports (DVIRs) and coordinate timely correction actions.
Knowledge of FMCSA, DOT, and OSHA regulations related to commercial fleet maintenance.
Understanding of diesel engines, trailer systems, brakes, suspension, electrical systems, hydraulics, HVAC, and refrigerated (reefer) equipment sufficient to effectively coordinate repairs.
Experience coordinating outside vendors, mobile repair providers, and internal fleet technicians.
Strong proficiency with Microsoft Office, including Excel, Outlook, and Teams.
Excellent organizational, communication, and customer service skills with the ability to manage multiple priorities simultaneously.
Able to work independently and with a team.
Able to travel, up to 25%
Ability to remain seated for extended periods while working on a computer and telephone.
Frequently use a computer, keyboard, mouse, and standard office equipment.
Frequently communicate verbally with drivers, technicians, vendors, and operations personnel.
Occasionally walk through maintenance shops, fleet yards, and production facilities.
Occasionally climb steps or ladders to inspect equipment or verify completed repairs.
Occasionally lift and carry materials weighing up to 25lbs.
Ability to bend, reach, stoop, and crouch during occasional equipment inspections.
Ability to work in both office and industrial environments with exposure to moderate noise, moving equipment, grease, dust, and varying weather conditions during yard or shop visits.
Ability to travel occasionally between company facilities and vendor locations as business needs require.

Nice To Haves

Associate’s degree in Diesel Technology, Fleet Management, Transportation, Business Administration, or related field preferred.
3-5 years of experience in a fleet maintenance coordination, maintenance planning, transportation operations, or fleet administration, preferred.
Working knowledge of preventive maintenance programs for Class A tractors, trailers, tankers, and heavy equipment.
Previous hands-on experience as a diesel technician, trailer technician, fleet mechanic, or similar maintenance role strongly preferred.
Ability to safely perform basic mechanical repairs and inspections on Class 8 tractors, trailers, tank equipment, and reefer units.
Working knowledge of transport refrigeration units (Thermo King and Carrier preferred), including the ability to perform basic troubleshooting, inspections, and minor repairs.

Responsibilities

Uphold and maintain the highest standards of the Company’s vision, mission and core values.
Lead by example in the adherence of all Company policies, processes and procedures in accordance with the Employee Manual and the Safety Manual.
Attend all Company meetings and trainings as required.
Be willing to participate in the training of others as necessary.
Work Closely with the Fleet Maintenance Manager and Fleet Manager.
Serve as the primary maintenance contact for assigned fleet assets within the region.
Coordinate all repairs, preventive maintenance services, inspections, and vendor work for company-owned equipment.
Receive and review maintenance requests from drivers, dispatch, and operations personnel.
Open, manage, and close work orders within the CMMS.
Assess repair urgency and coordinate appropriate action to minimize downtime.
Schedule equipment for maintenance services, inspections, and repairs while balancing operational needs.
Coordinate repair activities with internal technicians, dealerships, vendors, roadside service providers, and outside repair facilities.
Monitor equipment status throughout the repair process and provide updates to Operations, Dispatch, and the Fleet Maintenance Manager.
Track equipment out-of-service time and assist in minimizing downtime.
Review DVIRs and ensure reported defects are routed for timely corrective action.
Manage roadside breakdown events, including vendor coordination, driver communication, repair authorization, and status tracking.
Monitor Samsara and other fleet platforms for maintenance alerts and service notifications.
Assist with warranty claim documentation and repair record management.
Coordinate parts ordering and monitor parts availability for scheduled repairs.
Maintain accurate maintenance histories, compliance records, inspection reports, registrations, and equipment files.
Ensure PM schedules are maintained, and services are completed within established intervals.
Track and report maintenance KPIs, including PM compliance, downtime, road calls, and repair completion status.
Prepare weekly maintenance activity reports for review with the Fleet Maintenance Manager.
Escalate recurring equipment issues, excessive repair costs, compliance concerns, or vendor performance issues to the Fleet Maintenance Manager.
Participate in maintenance planning meetings and provide updates on fleet status and repair activity.
Perform minor repairs and maintenance on tractors, trailers, and tankers as workload permits.
Complete basic troubleshooting of electrical, lighting, air system, brake, and trailer-related issues.
Perform PM inspections and assist with preventive maintenance services.
Replace and repair items such as lights, mud flaps, airlines, glad hands, sensors, batteries, wiper systems, and other minor components.
Conduct equipment inspections and determine whether repairs can be completed in-house or require outside service.
Support yard checks and equipment condition assessments.
Perform basic reefer unit inspections, troubleshooting, and minor repairs.
Diagnose and correct common reefer issues, including batteries, wiring, sensors, belts, fuses, door switches, and alarm conditions.
Coordinate major reefer repairs and refrigeration system work with authorized vendors or service providers.