Fleet Maintenance Coordinator

RXO, Inc.•Clive, IA

About The Position

As a Fleet Maintenance Coordinator at RXO, you’ll be responsible for managing the administration related to the vehicle fleet belonging to RXO’s Corporate structure. These responsibilities are centered on the process of driving efficiencies, maintaining relationships with third party vendors, service providers, suppliers and internal stakeholders and analyzing fleet performance metrics related to costs, utilization and areas for improvement.

Requirements

1 year of fleet or logistics/transportation experience
Basic knowledge of Windows applications and Microsoft Office programs such as MS Project, Word, Excel and PowerPoint

Nice To Haves

2 years of fleet or logistics/transportation experience
Ability to create complex formulas in MS Excel and the ability to create queries in company software applications
Ability to maintain strict confidentiality
Demonstrated attention to detail

Responsibilities

Coordinate the daily maintenance process for a fleet of tractors, trailers, and support equipment to maximize equipment uptime.
Monitor preventative maintenance schedules and ensure all required services are completed on time while maintaining DOT compliance.
Review incoming repair requests and prioritize work based on safety, operational impact, and business needs.
Communicate daily with drivers, vendors, dealerships, and internal operations to provide timely maintenance updates and equipment status.
Track units through the repair process, ensuring repairs are completed efficiently, accurately, and within established timelines.
Review repair estimates for accuracy, identify unnecessary repairs, and work with vendors to control maintenance costs.
Maintain accurate maintenance records, repair histories, warranties, and asset documentation.
Monitor open work orders, vehicle down time, and vendor performance while identifying opportunities for continuous improvement.
Assist in troubleshooting recurring mechanical issues and help identify root causes to reduce repeat failures.
Support roadside breakdown management by coordinating repairs and communicating updates to operations and drivers.
Ensure all repairs meet company safety standards, OEM recommendations, and DOT/FMCSA regulations.
Build and maintain strong relationships with dealerships, repair vendors, and parts suppliers while holding partners accountable for quality and turnaround time.
Assist with warranty recovery efforts and ensure eligible repairs are submitted for reimbursement.
Promote a culture of safety, accountability, urgency, and continuous improvement throughout the maintenance process.