Sr Coordinator, Fleet Maintenance

Pilot Company•Knoxville, TN

About The Position

This position is responsible for ensuring the safety, compliance, and cost efficiency of equipment assigned to their designated areas. They serve as the primary point of contact for drivers, logistics, and operational management, balancing proactive maintenance, vendor negotiations, compliance oversight, and customer service. Success in this role depends on the ability to plan, diagnose, negotiate, review, and communicate effectively.

Requirements

High School Diploma or Equivalent
At least 1 Year Experience
Strong understanding of preventive maintenance schedules, FMCSA compliance, fault codes, and OEM specifications.
Ability to effectively collaborate with drivers, vendors, field operations, and logistics teams.
Competence in reviewing invoices, identifying discrepancies, and ensuring compliance.
Ability to diagnose equipment issues and develop repair plans that balance cost, downtime, and compliance.
Skilled in securing cost-effective services and ensuring repairs align with company policies

Responsibilities

Review PM dashboards daily to identify and schedule preventive maintenance (PMs) no less than five days before the due date.
Collaborate with field operations and logistics teams to schedule services that minimize operational interruptions.
Refer to vendor preference listings to select optimal PM service locations.
Review equipment campaigns for any required updates or recalls.
Use OEM, ELD, and PFJ dashboard tools to identify fault codes and prioritize equipment needing immediate attention.
Communicate with field operations to develop repair plans that prevent catastrophic failures and roadside breakdowns.
Respond to driver requests via email and voicemail, prioritizing safety and compliance issues. Develop repair plans for nonurgent issues in collaboration with operations.
Obtain and review vendor estimates before repairs begin, ensuring estimates are attached to work orders in TMT.
Manage repair plans for additional work identified by vendors, securing written approval from the Fleet Maintenance Manager for repairs exceeding financial thresholds.
Communicate delays or potential issues with repairs to the Fleet Maintenance Manager as necessary.
Notify all relevant parties upon repair completion and confirm the availability of equipment for return to service.
Retrieve and review final invoices for accuracy, ensuring labor rates, parts pricing, and warranty coverage align with estimates and national account agreements.
Notify the Fleet Maintenance Warranty/Accident Coordinator of denied or potential warranty coverage issues.
Complete all work orders in TMT to match invoices, including VMRS breakdowns, PM resets, and applicable documentation.
Ensure all equipment is FMCSA-compliant and all inspection, repair, and testing documents are stored appropriately in TMT.
Submit testing and compliance documents to [email protected] for proper documentation.
Monitor the PM dashboard daily, ensuring all equipment is serviced per OEM and company specifications.
Reschedule missed services immediately in case of operational disruptions.
Ensure vendors submit invoices within agreement terms. Escalate unresolved payment issues to the Fleet Maintenance Invoicing team.
Maintain professionalism when addressing vendor concerns, involving the invoicing team for payment disputes.
Use the vendor preference listing to secure reliable, cost-efficient services and build vendor relationships.
Serve as the primary point of contact for drivers regarding maintenance concerns.
Drivers are not permitted to make financial decisions regarding company equipment. Escalate unauthorized decisions or repairs to the Fleet Maintenance Manager.
Avoid direct conflict with drivers over noncompliance and follow escalation protocols for resolution.
Review vendor invoices for accuracy, ensuring proper application of labor rates, SRT times, and warranty coverage.
Submit completed work orders and invoices to [email protected] for processing within vendor terms.
Maintain and update open or completed work orders daily. Work orders open for more than 30 days must include notes explaining the delay.