Sr Coordinator, Fleet Maintenance

Pilot-Company-3; Ten Mile (TN); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Nationwide Medical Plan

Dental and Vision

Weekly pay

401K match

Tuition Assistance

Adoption Assistance

PTO

Fuel Discount

Job summary

Pilot Company in Ten Mile, TN is seeking a Fleet Maintenance Coordinator to ensure safety, compliance, and cost efficiency of equipment. You will be the primary contact for drivers, vendors, and operations, balancing proactive maintenance with cost controls.

Responsibilities include reviewing PM dashboards, coordinating services to minimize downtime, negotiating with vendors, and ensuring accurate invoicing and records in FMCSA-compliant formats. Strong communication is essential.

Qualifications

• Strong understanding of preventive maintenance schedules and FMCSA compliance.
• Ability to collaborate with drivers, vendors, field ops, and logistics teams.
• Competence in reviewing invoices and ensuring compliance with estimates.
• Ability to diagnose equipment issues and develop repair plans balancing cost and downtime.
• Secure cost-effective services and align repairs with company policies.
• Office-based with frequent email/phone interactions with drivers and vendors.
• Coordinate with Fleet Maintenance Managers for reporting and compliance oversight.

Responsibilities

• Review PM dashboards daily and schedule PMs at least five days prior.
• Collaborate with field ops and logistics to minimize service interruptions.
• Refer to vendor lists to select optimal PM locations.
• Review equipment campaigns for updates or recalls.
• Use OEM/ELD/PFJ dashboards to identify fault codes and priorities.
• Develop repair plans with operations to prevent roadside failures.
• Obtain and review vendor estimates before repairs begin.
• Manage work orders in the system to reflect services and costs.
• Ensure FMCSA-compliant documentation is stored and accessible.
• Notify stakeholders of repair completion and equipment availability.
• Review invoices for accuracy and warranty coverage alignment.
• Escalate warranty issues to appropriate coordinators.
• Maintain timely updates on open/closed work orders with notes.
• Serve as primary contact for drivers regarding maintenance concerns.

Skills

Preventive maintenance

FMCSA compliance

Vendor coordination

Invoice review

Equipment diagnosis

Repair planning

Cost optimization

Communication

Job description

• Position Category: Fuel Supply (FUEL SUPPLY)

Company Description

Pilot Company is an industry-leading network of travel centers with more than 30,000 team members and over 750 retail and fueling locations in 44 states and six Canadian provinces. Our energy and logistics division serves as a top supplier of fuel, employing one of the largest tanker fleets and providing critical services to oil operations in our nation's busiest basins. Pilot Company supports a growing portfolio of brands with expertise in supply chain and retail operations, logistics and transportation, technology and digital innovation, construction, maintenance, human resources, finance, sales and marketing.

Founded in 1958 by Jim A. Haslam II and currently led by CEO Adam Wright, our founding values, people-first culture and commitment to giving back remains true to us today. Whether we are serving guests, a fellow team member, or a trucking company, we are dedicated to fueling people and keeping North America moving.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or any other characteristic protected under applicable federal, state, or local law.

Military encouraged to apply.

Job Description

Fleet Maintenance Coordinators are 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.

• 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 non-urgent 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 equipment remains FMCSA-compliant at all times, with proper documentation stored and accessible in TMT.
• All services must comply with OEM recommendations and company policies.
• Proactively schedule services at least five days in advance, communicating schedule changes or delays as necessary.
• Engage in professional communication with vendors and escalate disputes to appropriate teams.
• Review vendor invoices for accuracy, ensuring proper application of labor rates, SRT times, and warranty coverage.
• Maintain and update open or completed work orders daily. Work orders open for more than 30 days must include notes explaining the delay.
• 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.

Qualifications

• 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.
• Office-based with frequent interaction via email and phone with drivers, vendors, and logistics teams.
• Collaboration with Fleet Maintenance Managers and administrative teams for reporting and compliance oversight.

Additional Information

• Nation-wide Medical Plan/Dental/Vision
• Flexible Spending Accounts
• Weekly pay
• 401K match
• Tuition Assistance
• Adoption Assistance
• PTO
• Fuel Discount

By clicking the link above or any third-party link within this posting, you are leaving this site and going to a third-party website where the third-party website's terms and privacy policy apply

Job Location