Fleet Maintenance Coordinator: Keep Your Fleet Road-Ready

Patriot Disposal; Manassas Park (VA); On-site; USD 39,000 - 47,000; Full time

Job summary

Patriot Disposal in Manassas, VA is seeking a Fleet Maintenance Coordinator to organize preventive maintenance and manage work orders for our fleet of trucks and trailers. You will serve as the central contact among maintenance, operations, drivers, and vendors.

The role emphasizes accurate documentation, compliance with DOT requirements, and proactive communication to minimize downtime. Strong organizational and office skills are essential, with experience in CMMS and reporting.

Qualifications

• High school diploma or equivalent required.
• Associate degree or technical training in fleet maintenance, business, logistics, transportation, or a related field preferred.
• Two or more years of experience in fleet maintenance administration or related field preferred.
• Experience with preventive maintenance scheduling and repair documentation.
• Experience using fleet maintenance software or CMMS.
• Proficiency with Microsoft Office.
• Familiarity with DOT maintenance and inspection recordkeeping.

Responsibilities

• Coordinate preventive maintenance, required inspections, and recurring service based on mileage, engine hours, time intervals, manufacturer guidance, and Company standards.
• Monitor upcoming and overdue maintenance and communicate scheduling needs to the Fleet Maintenance Manager, shop personnel, and operations leadership.
• Create, update, and close work orders and ensure labor, parts, vendor services, repair descriptions, dates, and equipment status are accurately documented.
• Receive and track repair requests, driver-reported defects, and DVIR deficiencies; follow up until repairs and required documentation are complete.
• Maintain an accurate equipment status list, including units available, scheduled for service, out of service, awaiting parts, or assigned to outside vendors.
• Communicate repair priorities, anticipated completion times, delays, and return-to-service status to maintenance and operations stakeholders.
• Coordinate outside repairs, towing, tire service, mobile service, and other vendor support as directed; track equipment through completion and return.
• Assist with obtaining parts, supplies, pricing, and approvals and support parts-room organization, inventory accuracy, and replenishment activities.
• Review vendor estimates and invoices against approved work and completed work orders; identify discrepancies and route documents for approval and payment.
• Maintain vendor contact information, service history, warranty information, and related purchasing documentation.
• Escalate recurring vendor, parts-availability, repair-quality, or turnaround concerns to the Fleet Maintenance Manager.
• Follow Company safety rules and maintain awareness of moving vehicles, equipment, tools, and shop hazards when working in maintenance and yard areas.
• Perform other duties and special projects as assigned.

Skills

Strong organizational skills

Clear, professional communication

Ability to manage multiple priorities

Attention to detail

Independent worker

Team collaboration

Education

High school diploma or equivalent

Associate degree or technical training in fleet maintenance, business, logistics, transportation, or related field preferred

Tools

Fleet maintenance software

Computerized maintenance management systems (CMMS)

Telematics platforms

Microsoft Office (Outlook, Excel, Word)

Job description

Patriot Disposal in Manassas, VA is seeking a Fleet Maintenance Coordinator to organize preventive maintenance and manage work orders for our fleet of trucks and trailers. You will serve as the central contact among maintenance, operations, drivers, and vendors.

The role emphasizes accurate documentation, compliance with DOT requirements, and proactive communication to minimize downtime. Strong organizational and office skills are essential, with experience in CMMS and reporting.