Fleet Coordinator

DescriptionFleet CoordinatorLocation: Fayetteville NC Department: Truck Repair / Fleet Services About the Role We're looking for a detail-driven Fleet Coordinator to keep our rolling assets in top shape and our records audit-ready. You'll maintain the fleet inventory, schedule and track service, manage driver DOT documentation and service requests, coordinate with in-house mechanics, and ensure every work order is accurately captured and invoiced in our internal system. Key ResponsibilitiesFleet Tracking & Maintenance • Maintain an up-to-date inventory of tractors, trailers, light-duty vehicles, and equipment (VINs, unit numbers, mileage/hours, warranty status). Schedule PMs (A/B/C services), annual inspections, and corrective repairs; track downtime and return-to-service. Open/close work orders, assign jobs to in-house technicians, and ensure parts, labor, and notes are recorded accurately. Monitor telematics/odometer submissions and reconcile mileage for service interval accuracy (if applicable). DOT & Regulatory Compliance • Collect, verify, and file driver DOT documentation (DQ files, MVRs, medical cards, road tests) and track expirations. Coordinate annual vehicle inspections, DVIR resolution, emissions/opacity tests, and any state/local requirements. Log and follow up on driver service requests originating from DVIRs or road-call reports; ensure defects are corrected and documented. Prepare for audits by maintaining compliant, organized records and producing reports on demand. Work Orders, Invoicing & Records • Build and update work orders with accurate complaint/cause/correction notes, parts used, and labor hours. Produce internal invoices for in-house mechanic work; route for approval and post to the internal software/ERP. Reconcile parts usage and cores; flag warranty/recall opportunities. Maintain equipment files (titles, registrations, insurance cards) and update status changes (new units, disposals, transfers). Data Integrity & Reporting • Keep all fleet, compliance, and service data current in our internal software. Create weekly/monthly reports (PM compliance %, cost per unit/mile, downtime, open defects, upcoming expirations). Identify trends and recommend improvements to reduce unplanned downtime and cost. Cross-Functional Coordination • Serve as the first point of contact for drivers, dispatch, and shop leads regarding equipment status and repair timelines. One on call weekends will be required. Coordinate vendor/mobile repairs when needed; obtain estimates, approvals, and invoices. Qualifications • Experience: 2-4 years in fleet maintenance coordination, service writing/advising, or trucking operations (shop or dispatch environment preferred). • Knowledge: Basic understanding of DOT requirements (e.g., DVIRs, annual inspections, DQ files), preventive maintenance schedules, and shop workflows. • Systems: Comfortable with maintenance or ERP systems (e.g., Fleetio, TMT, Trimble/TMT, RTA, QuickBooks, or similar). Strong Excel/Sheets skills. • Communication: Clear, professional communicator with technicians and drivers; strong documentation skills. • Organization: Proven ability to prioritize multiple requests, meet deadlines, and keep meticulous records. • Plus: Familiarity with telematics, parts/PO processing, and warranty/recall submissions. Core Competencies • Attention to Detail & Data Accuracy Ownership & Follow-Through Customer Service Mindset (internal customers: drivers/dispatch/management) Problem Solving & Urgency Confidentiality & Compliance Focus Key Metrics (What Success Looks Like) • PM On-Time Compliance: ≥ 90% • DVIR Defect Closure Time: Avg. • Work Order Accuracy: > 98% with complete parts/labor and cause/correction notes • Downtime: Month-over-month reduction; target set with manager • Invoice Cycle Time: Work orders invoiced within 24-48 hours of completion Schedule & Work Environment • Full-time, on-site at the shop/yard; occasional after-hours coordination for breakdowns. Requires walking the yard, climbing into cabs/trailers, and handling physical files (reasonable accommodations available). Compensation & Benefits • Pay Range: $40,000 DOE + Health/Dental/Vision, Life Insurance 401(k), paid time off/holidays

Created: 2026-03-04