Fleet Maintenance Coordinator Job Description [Updated for 2025]

In the fast-paced world of logistics, the role of a Fleet Maintenance Coordinator has become pivotal.

With the progression of technology and the increasing demands of the industry, the need for skilled professionals who can manage, streamline and secure our fleet operations is growing.

But let’s delve deeper: What’s truly expected from a Fleet Maintenance Coordinator?

Whether you are:

• A job seeker trying to understand the nuances of this role,
• A hiring manager seeking to outline the perfect candidate,
• Or simply curious about the ins and outs of fleet maintenance coordination,

You’ve come to the right place.

Today, we present a customizable Fleet Maintenance Coordinator job description template, designed for easy posting on job boards or career sites.

Let’s dive right in.

Fleet Maintenance Coordinator Duties and Responsibilities

Fleet Maintenance Coordinators are in charge of ensuring that the fleet vehicles in an organization are in excellent operating condition.

They handle a range of tasks, from scheduling regular maintenance to coordinating repairs and inspecting vehicles for compliance with safety standards.

Their primary duties and responsibilities include:

• Planning and scheduling regular vehicle maintenance to ensure operational efficiency
• Coordinating vehicle inspections and repairs
• Ensuring compliance with transport laws and regulations
• Keeping detailed records of vehicle servicing and inspection
• Communicating with drivers to obtain feedback on vehicle performance and to address their concerns
• Tracking and managing inventory of vehicle parts and supplies
• Maintaining a safe working environment
• Coordinating driver training on vehicle maintenance and safety
• Managing relationships with vehicle service providers and parts suppliers
• Evaluating the cost-effectiveness of maintenance or repair options
• Implementing fleet administration standards and vehicle operating policies
• Keeping up with advances in vehicle technology and maintenance procedures

 

Fleet Maintenance Coordinator Job Description Template

Job Brief

We are seeking a dedicated Fleet Maintenance Coordinator to manage the repair and maintenance of our fleet vehicles.

The Fleet Maintenance Coordinator will be responsible for scheduling regular maintenance, coordinating repairs, ensuring compliance with safety regulations, and maintaining accurate records of each vehicle’s condition and maintenance history.

Our ideal candidate is knowledgeable about the mechanical aspects of vehicles, has excellent organizational skills, and is able to coordinate effectively with both internal teams and external vendors.

 

Responsibilities

• Schedule and track regular vehicle maintenance to ensure operational efficiency.
• Coordinate necessary repairs to keep the fleet in top working condition.
• Monitor and ensure fleet operation in compliance with local and state rules and regulations.
• Maintain detailed records of vehicle servicing and inspection.
• Communicate with drivers to obtain daily reports on fleet condition.
• Coordinate with insurance providers to handle any needed claims.
• Manage fleet department budgets.
• Ensure regular reporting of issues and relevant information to management.

 

Qualifications

• Proven work experience as a Fleet Maintenance Coordinator or similar role.
• Knowledge of vehicle mechanical processes and maintenance.
• Experience with fleet management software is a plus.
• Excellent organizational and coordination skills.
• Strong communication and team management abilities.
• Ability to maintain accurate detailed records.
• High school diploma required; further education in mechanical or related field is a plus.

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Fleet Maintenance Coordinator
• Work Environment: Corporate office setting with occasional travel to field sites.
• Reporting Structure: Reports to the Fleet Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $50,000 minimum to $70,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Fleet Maintenance Coordinator Do?

Fleet Maintenance Coordinators typically work for companies that own and operate large vehicle fleets such as logistics companies, public transportation agencies, or large construction companies.

Their main responsibility is to ensure that all vehicles in the fleet are well-maintained and in optimal operating condition.

This often involves scheduling regular maintenance checks, coordinating repairs, and keeping detailed records of each vehicle’s maintenance history.

They work closely with mechanics and other maintenance personnel to prioritize and schedule necessary repairs and services.

They may also liaise with vehicle manufacturers for recalls or warranty services.

Fleet Maintenance Coordinators also play a crucial role in ensuring compliance with safety standards and regulations.

They monitor the fleet for any potential safety issues and coordinate necessary inspections and certifications.

Additionally, they may be responsible for managing budgets and negotiating contracts with service providers, as well as analyzing maintenance data to identify ways to improve efficiency and reduce costs.

In some cases, they may also coordinate driver training programs to ensure safe and efficient vehicle operation.

 

Fleet Maintenance Coordinator Qualifications and Skills

A competent Fleet Maintenance Coordinator should possess the following skills and qualifications to effectively oversee and ensure the regular and emergency maintenance of the fleet:

• Technical knowledge about a variety of vehicles and their maintenance needs to effectively coordinate servicing and repair activities.
• Exceptional organizational skills to manage maintenance schedules for a large fleet and ensure that all vehicles are properly serviced and maintained on time.
• Strong communication skills to interact with mechanics, drivers, suppliers and management, explaining technical issues and solutions in a way that is easy to understand.
• Problem-solving abilities to promptly address unexpected breakdowns or emergency repair situations, minimizing downtime and ensuring the efficiency of the fleet.
• Attention to detail to observe and report any potential issues or faults with vehicles, preventing larger problems in the future.
• Time management skills to coordinate the availability of vehicles for maintenance without disrupting operations or service schedules.
• Customer service skills to handle queries and complaints from drivers or management regarding the fleet’s performance or maintenance schedules.
• Proficiency in using fleet management software to track maintenance schedules, inventory control, and record keeping.

 

Fleet Maintenance Coordinator Experience Requirements

Entry-level candidates for a Fleet Maintenance Coordinator role should ideally have 1 to 2 years of experience, often acquired through an internship or part-time role in fleet operations, maintenance, or logistics.

Candidates can gain practical experience through roles such as Maintenance Technician, Operations Associate, or other logistics-related roles.

Candidates with 3 to 5 years of experience are often expected to have developed their technical skills and knowledge in the areas of vehicle maintenance, fleet operations, or vehicle logistics.

They should have a good understanding of fleet management systems and maintenance scheduling, and may have some experience with vendor management.

Those with more than 5 years of experience are likely to have significant leadership experience in fleet operations or maintenance roles.

They might have coordinated large-scale fleet operations, managed relationships with vendors, and led teams of maintenance staff.

This level of experience prepares them for the strategic decision-making and complex problem-solving tasks expected of a Fleet Maintenance Coordinator.

It is also beneficial if the candidates have a related certification, like the Certified Automotive Fleet Manager (CAFM) or Certified Public Fleet Professional (CPFP), which demonstrates their competence and commitment to the fleet management industry.

 

Fleet Maintenance Coordinator Education and Training Requirements

Fleet Maintenance Coordinators typically require an associate’s degree or a vocational certificate in fleet maintenance, automotive technology, or a related field.

They should possess a fundamental understanding of automotive repair, fleet management systems, and relevant computer software.

Many employers also require prior experience in fleet management or automotive repair.

Comprehensive knowledge of vehicle systems, maintenance protocols, and safety standards is essential.

They must also have exceptional organizational and administrative skills, as they will often oversee schedules, budgets, and personnel.

Some companies may require Fleet Maintenance Coordinators to possess a Commercial Driver’s License (CDL).

This allows them to test drive fleet vehicles and fully understand their maintenance needs.

Although not mandatory, certification from an organization like the National Institute for Automotive Service Excellence (ASE) can demonstrate a Fleet Maintenance Coordinator’s expertise and commitment to professional development.

Continuous learning and staying updated with the latest advancements in vehicle technology and maintenance strategies can prove beneficial for career progression.

 

Fleet Maintenance Coordinator Salary Expectations

A Fleet Maintenance Coordinator can expect to earn an average salary of $50,695 (USD) per year.

However, this can vary depending on factors such as experience, geographical location, and the size and type of fleet being managed.

 

Fleet Maintenance Coordinator Job Description FAQs

What skills does a Fleet Maintenance Coordinator need?

A Fleet Maintenance Coordinator should have excellent organizational and problem-solving skills to manage maintenance schedules efficiently.

They should be adept at time management and be capable of coordinating multiple tasks concurrently.

Strong communication and interpersonal skills are also essential for liaising with drivers, maintenance personnel, and suppliers.

 

Do Fleet Maintenance Coordinators need a specific qualification?

While a specific degree is not always required, most Fleet Maintenance Coordinators hold a high school diploma or its equivalent.

However, having a degree in logistics, transportation, or a related field can be an added advantage.

Additionally, experience in fleet maintenance or similar roles is generally preferred.

Knowledge of fleet management software, as well as legal regulations about vehicle maintenance and safety, is also advantageous.

 

What should you look for in a Fleet Maintenance Coordinator resume?

A strong Fleet Maintenance Coordinator resume should highlight the candidate’s relevant experience in fleet maintenance and management.

Look for evidence of strong organizational skills, such as managing maintenance schedules or coordinating repairs.

Knowledge of fleet management software, budgeting, and supervisory experience can also be key indicators of a strong candidate.

 

What qualities make a good Fleet Maintenance Coordinator?

A good Fleet Maintenance Coordinator is detail-oriented, ensuring that every vehicle in the fleet is properly maintained and safe for use.

They are excellent communicators, able to effectively liaise between drivers, mechanics, and management.

They are proactive problem solvers, able to anticipate potential issues and address them before they escalate.

A good Fleet Maintenance Coordinator also stays updated on the latest industry standards and regulations to ensure compliance.

 

Is it challenging to hire a Fleet Maintenance Coordinator?

Hiring a Fleet Maintenance Coordinator can be challenging due to the specific set of skills and experience required for the role.

It is essential to offer competitive compensation, clear role expectations, and opportunities for professional development to attract highly qualified candidates.

 

Conclusion

And there you have it.

Today, we delved into the real tasks and responsibilities of a fleet maintenance coordinator.

And guess what?

It’s not just about coordinating repairs.

It’s about ensuring the efficient operation of a fleet, one vehicle at a time.

With our go-to fleet maintenance coordinator job description template and real-world examples, you’re all set to advance your career.

But why stop there?

Dig deeper with our job description generator. It’s your next step towards creating precise job listings or honing your resume to perfection.

Remember:

Every vehicle in a fleet plays a vital part in the bigger picture.

Let’s drive that future. Together.

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