Fleet Maintenance Coordinator

Landstar System, Inc.; Jacksonville, Northern (FL, KY); Hybrid; USD 42,000 - 54,000; Full time

Job summary

Landstar System, Inc. in Jacksonville, FL is seeking a Trailer Maintenance Coordinator to ensure company trailers are safe, compliant, and well maintained. You will coordinate with maintenance vendors, BCOs, Landstar Agents, and internal teams to oversee repairs and document activity.

The role emphasizes strong data entry, communication, and the ability to manage multiple tasks in a fast-paced environment, with a focus on customer support and cost control.

Qualifications

• High school diploma or GED is required.
• One-year experience in administrative customer support roles.
• Familiarity with Excel and Word is helpful.

Responsibilities

• Process and create work orders for repairs under $500 with accuracy and timely turnaround.
• Maintain and update departmental tracking spreadsheets daily.
• Process Vehicle Repair Orders (VROs) efficiently while meeting productivity standards.
• Review repair history to identify duplicate or recurring repairs and support cost-control efforts.
• Provide phone support during high-volume periods and assist the team as needed.
• Manage shared departmental functions, including Trailer911 email monitoring and DVIR documentation processing.
• Process invoices, inspection forms, POCs, and DVIR documentation accurately and promptly.
• Independently evaluate and authorize repairs up to $1,500 and document estimates.

Skills

High-volume calls

Data entry

Communication

Active listening

Problem solving

Multi-tasking

Deadline oriented

Independent work

Team collaboration

Education

High school diploma or GED

Tools

Excel

Word

Job description

Location:

Onsite – Jacksonville, FL

Schedule:

Monday – Friday, 8am – 5pm or 12pm - 9pm

What work will you perform?

As a Trailer Maintenance Coordinator, you will be responsible for ensuring that Landstar’s company-controlled trailing equipment remains safe, compliant, and properly maintained. This position centers on providing exceptional internal and external customer support, with a strong focus on mechanical/automotive/fleet administrative functions. You will serve as a key point of contact, working closely with maintenance vendors, BCOs (Business Capacity Owners/CDL Owner Operators), Landstar Agents, and internal teams to coordinate and oversee equipment maintenance. The ideal candidate will demonstrate sound business judgment, the ability to make informed decisions, and the capacity to work independently while also collaborating effectively within a team environment.

Essential Responsibilities:

• Process and create work orders for repairs under $500 with accuracy and timely turnaround.
• Maintain and update departmental tracking spreadsheets daily, ensuring all records are current and documented.
• Process Vehicle Repair Orders (VROs) efficiently while meeting established productivity standards.
• Review repair history to identify duplicate or recurring repairs and support cost-control efforts.
• Provide phone support during high-volume periods and assist the team as needed.
• Manage shared departmental functions, including Trailer911 email monitoring, repair tracking updates, and POC/DVIR roadside violation correction processing.
• Process invoices, inspection forms, POCs, and DVIR documentation accurately and promptly.
• Maintain a high level of attention to detail while managing multiple tasks in a fast-paced environment.

• Independently evaluate and authorize repairs for up to $1,500.
• Evaluate and document estimates received from vendors over $1,500.
• Perform follow-up calls to ensure repairs have been completed.
• Serve as a maintenance advisor to BCO’s utilizing company controlled trailing equipment.
• Independently locate and authorize qualified repair facilities to perform repairs for company-controlled equipment.
• Research parts distribution network for parts availability.
• Educate and counsel vendors who have failed to follow Trailer Maintenance procedures.
• Process a Purchase Order for each repair authorized.
• Provide Purchase Order #s to vendors for previously authorized work.
• Research and identify trailing equipment which needs to be inspected and ensure an inspection is completed and documented.
• Work with Safety Department on accidents involving company trailers.

Minimum Experience and Qualifications:

• High school diploma or general education degree (GED), required
• One-year experience in administrative customer support roles

Preferred Experience and Qualifications:

• 6 months transportation experience
• 6 months vendor account management experience
• 6 months automotive, dealership, fleet, or parts experience
• Combination of any three

Knowledge, Skills, and Abilities:

• Knowledge of equipment and/or trailer repair and preventative maintenance standards; overall mechanical knowledge.
• Ability to handle high volume of calls daily
• Excellent data entry skills
• Effective communication and active listening skills
• Strong problem-solving skills
• Ability to multi-task and make educated decisions under pressure
• Strong PC skills (Word, Excel)
• Ability to work under pressure and meet deadlines
• Ability to work effectively with little supervision
• Good organizational and follow through skills
• Good negotiation skills