Maintenance & Repair Coordinator

Job Description

Job Description

Bulk Environmental & Industrial is a fast-growing leading professional transportation and logistics services company providing long-haul transportation, collection, and loading of waste and other materials.

JOB SUMMARY:

The Maintenance Coordinator provides administrative coordination for the Maintenance Department, ensuring fleet equipment is repaired safely, efficiently, and cost-effectively. This role serves as the communication hub between technicians, operations, vendors, and management, maintaining accurate maintenance records, processing purchase orders and repair orders, and tracking Driver Vehicle Inspection Reports (DVIRs) to completion. The ideal candidate is highly organized and detail-oriented, with experience in fleet maintenance software, vendor management, and maintenance documentation.

PRIMARY DUTIES AND RESPONSIBILITIES:

Maintenance Administration

• Create, assign, and close Repair Orders (ROs) in the fleet maintenance management system.
• Review all repair requests for completeness and accuracy.
• Ensure labor, parts, and vendor invoices are properly documented on each repair order.
• Monitor open repair orders and follow up to minimize equipment downtime.
• Maintain accurate equipment maintenance histories.

Purchase Order (PO) Management

• Create and issue purchase orders for parts, outside repairs, tires, and maintenance services.
• Ensure purchase orders are approved in accordance with company purchasing policies.
• Match vendor invoices to purchase orders and repair orders, and track outstanding POs to completion.
• Assist with vendor invoice reconciliation.

DVIR Management

• Monitor incoming Driver Vehicle Inspection Reports (DVIRs) and review defects for accuracy and severity.
• Prioritize safety-related defects requiring immediate action.
• Generate repair orders from DVIR defects and ensure completed repairs are documented and DVIRs are properly closed.
• Maintain compliance with DOT and company requirements.

Work Order & Vendor Coordination

• Schedule repairs with internal technicians and outside vendors.
• Coordinate equipment movement between operations and repair facilities and track equipment status throughout the repair process.
• Communicate estimated completion times to operations.
• Obtain repair estimates and pricing, and monitor vendor performance and turnaround times.
• Ensure vendors comply with company invoicing and documentation requirements; assist with warranty claim administration.

Fleet Software Administration & Reporting

• Maintain accurate equipment information within the CMMS and update asset records as equipment is added, transferred, or disposed.
• Monitor preventive maintenance schedules and generate maintenance reports and performance metrics.
• Prepare and distribute routine reports, including open repair orders, open purchase orders, equipment down status, PM compliance, DVIR status, vendor performance, equipment downtime, and maintenance spending.

Inventory & Parts Support

• Assist with parts ordering and inventory control; verify receipt of parts and services.
• Monitor backorders and expedite critical components.

Compliance

• Maintain maintenance records required by DOT and company policy.
• Ensure preventive maintenance schedules remain compliant; assist with audit preparation.
• Maintain electronic maintenance documentation.
• Perform other duties as assigned.

REQUIREMENTS:

Required:

• High school diploma or GED (Associate's degree preferred).
• 3+ years of fleet maintenance administrative experience.
• Knowledge of heavy-duty truck and equipment maintenance.
• Experience with Computerized Maintenance Management Systems (CMMS).
• Experience processing purchase orders and invoices.
• Knowledge of DOT maintenance requirements.
• Strong organizational, multi-tasking, and communication skills.
• Proficiency with Microsoft Excel, Word, and Outlook.

Preferred:

• Experience with AMCS/Dossier, TMT Fleet Maintenance, Fleetio, Motive, Samsara, or similar ERP purchasing systems.
• Knowledge of heavy-duty truck maintenance, refuse fleets, construction equipment, trailers, and tire management programs.

EQUIPMENT/TOOLS USED:

• Computerized Maintenance Management System (CMMS) / fleet maintenance software.
• Microsoft Excel, Word, and Outlook.
• ERP purchasing and vendor invoicing systems.

SAFETY & COMPLIANCE REQUIREMENTS:

• Maintain maintenance records and documentation in accordance with DOT requirements.
• Prioritize and escalate safety-related DVIR defects requiring immediate action.
• Follow OSHA compliance procedures and safety rules when in the shop and yard.
• Support audit preparation and maintain accurate compliance documentation.

Travel Required: ☐ Yes ☒ No If yes, % of time: ______

Physical Demands

This position requires the ability to work in both an office and shop environment. The employee will spend the majority of time at a desk using a computer and telephone, and will occasionally walk through maintenance shops and equipment yards to check on repair status. The employee may occasionally lift materials up to 25 pounds. While performing the duties of this position, the employee is regularly required to see, talk, and hear.

Working Conditions

This job is located in a combination of indoor office and shop/yard environments with varying noise levels and degrees of temperature. The employee may be interrupted from time to time and must be able to move between office and shop areas as needed.

The above statements are intended to describe the general nature and level of work being performed for this job. They are not intended to be an exhaustive list of all responsibilities and activities required for the position. Furthermore, this does not establish a contract for employment and is subject to change at the discretion of the company.

EOE

Bulk Environmental & Industrial provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.