Fleet Maintenance Coordinator - Grapevine, TX

Fleet Maintenance Coordinator - Grapevine, TX

Oversees the maintenance, compliance, and cost-control processes for a large-scale fuel and lubricants company operating more than 400 rolling stock assets across 7 regions and 56 terminals. This role will ensure the execution of preventive maintenance programs, vendor management, and timely handling of unplanned and critical repairs. The Coordinator will also manage all administrative and regulatory requirements related to vehicle registrations, permits, IFTA reporting, and fuel/tax compliance. With a focus on expense management and accounts payable, this position plays a critical role in optimizing fleet performance, ensuring regulatory compliance, and supporting cost efficiency across the company's regional operations.

Essential Responsibilities:

Preventive Maintenance & Repairs

• Coordinate and monitor scheduled preventive maintenance programs to ensure best practices are followed.
• Oversee unplanned repairs, breakdowns, and time-sensitive maintenance across all operating regions.
• Track service intervals, warranties, and OEM compliance requirements.

Vendor & Expense Management

• Manage relationships with regional and national maintenance vendors, ensuring service quality and cost efficiency.
• Negotiate service agreements and monitor vendor performance against KPIs.
• Review, validate, and process invoices for all fleet-related maintenance and repair expenses.

Accounts Payable & Cost Control

• Oversee the processing of accounts payable specific to fleet maintenance and repair activities.
• Monitor maintenance-related expense trends and provide reporting/analysis to leadership.
• Support annual budgeting and cost-per-mile tracking initiatives for rolling stock operations.

Regulatory Compliance & Administration

• Manage and maintain current registrations, permits, and licensing for all rolling stock assets.
• Oversee preparation and submission of IFTA filings, fuel tax reports, and other fleet-related compliance requirements.
• Ensure adherence to all federal, state, and regional regulations impacting fleet operations.

Coordination & Oversight

• Serve as the central liaison between regional terminals, vendors, and company leadership for all maintenance and compliance matters.
• Standardize processes and workflows across regions to ensure consistency and accountability.
• Develop and maintain fleet maintenance records, compliance databases, and reporting systems.

Continuous Improvement

• Identify opportunities to enhance fleet reliability, reduce downtime, and improve cost efficiency.
• Recommend technology, vendor, or process improvements to support long-term operational goals.

Other Functions:

• Special projects as requested.
• Perform other duties as assigned.

Minimum Requirements:

• Valid and current driver's license; maintain a clean driving record.
• Ability to pass a background and criminal records check along with a drug screen.
• High level of accuracy and attention to detail to ensure proper repairs are completed on all equipment.
• Positive and energetic attitude, team-based environment.
• Required to have/carry a Transportation Worker Identification Credential (TWIC) card when on maritime facilities and vessels. Otherwise, an escort with a valid TWIC card is required.

Education :

• High school diploma or GED required

Working Conditions:

• Ability to push, pull, and lift in excess of 75 pounds.
• Ability to negotiate steps and ladders.
• Ability to perform work at varying heights.
• Ability to bend, stoop, climb, crawl, and reach.
• Ability to stand for long periods of time and work outdoors or within the shop during all types of weather.