Fleet Maintenance Coordinator

Position Overview

The Fleet Maintenance Administrator is responsible for supporting the end-to-end maintenance operations of the fleet by ensuring accurate documentation, timely data entry, vendor coordination, driver support, and smooth administrative processes. This role acts as a central point of communication between drivers, vendors, maintenance teams, and internal departments to ensure safe, compliant, and efficient fleet operations.

Key Responsibilities

Maintenance & Data Administration

• Accurately enter all maintenance, rental, lease, and service-related documents into the system in a timely manner.
• Review and verify invoices to ensure the correct company is billed and that all charges are appropriate for the work performed.
• Carry out daily document indexing and maintain organized digital records.
• Process warranty invoices and ensure correct coding.
• Set up rental units in the system, accurately capturing all associated costs.
• Run monthly templates for rental and FSL units and assist in creating accruals for FSL fixed charges.
• Review weekly KPIs for open POs and coordinate follow-ups with vendors and branch locations.

Vendor & Financial Coordination

• Reconcile monthly vendor statements; communicate with vendors to request missing invoices and resolve overpayments/short payments.
• Maintain strong relationships with external service providers and ensure timely resolution of billing discrepancies.

Driver & On-Road Support

• Serve as the first point of contact for driver calls related to breakdowns, repairs, or on-road emergencies.
• Coordinate on-road assistance, service providers, mobile mechanics, or towing vendors to minimize downtime.
• Track and monitor breakdown cases until closure, ensuring updates are communicated to drivers and internal teams.
• Maintain logs of roadside incidents, service delays, and repeat issues for analysis.
• Provide drivers with guidance regarding scheduled maintenance, repair approvals, and compliance requirements.
• Assist with driver communication related to planned maintenance, truck availability, and downtime scheduling.

Operations Support & Coordination

• Liaise with fleet supervisors, dispatch, and maintenance teams to ensure timely scheduling of preventive maintenance and repairs.
• Maintain updated fleet availability reports and support outage planning.
• Assist in resolving documentation or system-related issues for internal departments.
• Support compliance by ensuring maintenance records meet audit and regulatory requirements.
• Perform additional duties as assigned.

Who You Are:

• Excellent verbal and written communication skills.
• Transportation or fleet maintenance experience is an asset.
• Proficient using Excel and capable of working with maintenance or accounting systems.
• Background in accounting or invoice processing will be an added advantage.
• Ability to successfully pass a criminal background check.
• Strong problem-solving skills with the ability to handle urgent, on-road operational situations.
• High attention to detail, time management, and multi-tasking abilities.