Sr Coordinator, Fleet Maintenance

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.

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.

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• 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.
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• 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.
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• 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.
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• 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.

• 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.

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