Fleet Maintenance Coordinator

Description

Purpose: 

The Fleet Coordinator is responsible for providing support to the Parts and Service teams while also acting as a liaison between the Maintenance and Operations departments in all Markets to ensure open and accurate communication. 

Essential Functions:

• Perform all job duties in accordance with company safety and environmental policies and procedures without exception.
• Provide administrative support to service teams by efficiently processing repair orders and facilitating day-to-day operational instructions.
• Schedule repairs with appropriate Plant and Area Managers.
• Review daily reports submitted by Area Shop Managers via a shared Excel document and distribute the finalized report to all operational teams to ensure alignment and transparency.
• Communicate with external equipment repair vendors to ensure services are completed within established budget and timeline constraints, while maintaining consistent updates and coordination. 
• Provide ongoing updates throughout the day to the appropriate department, location, or regional manager(s) to ensure consistent and effective communication regarding units undergoing repair. 
• Provide follow-up calls to appropriate department/location/regional manager(s) after completion of repairs to ensure the turnaround and quality of repair are kept at the front line of our service.
• Utilize Excel to review upcoming service requirements and communicate the findings to the Area Shop Manager, with copies sent to the Director of Fleet Maintenance to ensure visibility and accountability.
• Supports the Director of Fleet Maintenance in tracking Preventative Maintenance (PM) for trucks and equipment by maintaining and updating multiple Excel-based reports, including service logs, mileage logs, and hour logs. Responsibilities include weekly mileage updates, service board maintenance, and composing and distributing daily Service Updates to all relevant stakeholders to ensure transparency and timely maintenance coordination.
• Maintain organized records for the Shop and Parts departments as part of the work order processing system. Ensure proper filing and accountability by reviewing all repair orders to support accurate documentation and operational transparency. 
• Perform other duties as required.

Requirements

Minimum Requirements:

• High school diploma or equivalent.
• Minimum 1 to 3 years in a support position in an automotive/diesel parts or automotive/diesel shop environment preferred. 
• Strong understanding of labor hours and associated costs to support accurate tracking, reporting, and alignment with accounting and budgetary requirements. 
• Proficient with computers and working knowledge of Microsoft Word, Teams, and Excel.
• Effective oral and written communication skills.
• Ability to read, write, count, and perform basic math functions.
• Proven ability to work collaboratively in a collaborative environment.

Physical Demands:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift to fifteen pounds at times (e.g., files, office supplies).
• Ability to move around the office to file documents, retrieve supplies, or assist with clerical tasks.
• Occasional bending, reaching, and standing as needed.

Knight’s Companies is an equal opportunity employer. We are committed to creating an inclusive environment for all employees and applicants. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, or any other legally protected status.