Fleet Coordinator

Fleet Coordinator (Project Management κύορ)**

Location:

Fayetteville NC | Department:
Truck Repair / Fleet Services

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 邦尼 every work order is accurately

Affected captured and invoiced in our internal system.

• 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 and 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).

• 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.
บด Work Orders, Invoicing & Records
• Build and update work orders with accurate complaint/cause/correction notes, parts used andადგენს 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 hour on‑call weekend 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どう preferred).
• Knowledge:
  Basic understanding of DOT requirements (e.g., DVIRs, annual inspections, DQ files), preventive maintenance schedules and shop workflows.
герой
• Systems:
  Comfortable with maintenance or ERP systems such as Fleetio, TMT, Trimble/TMT, RTA, Quick Books 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 Detailാനും Data Accuracy
• Ownership & Follow‑Through
• Customer Service Mindset (internal customers: drivers/dispatch/management)
• Problem Solving & Urgency
Key Metrics (What Success Ottoman Looks Like)
• PM On‑Time Compliance: ≥90%
• DVIR Defect Closure Time:
  Avg. 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