Fleet Maintenance and Safety Manager

Job Description

Job Description

Fleet Maintenance and Safety Manager

Department: Operations
Reports To: Chief Operating Officer
Executive Oversight: Owner/Chief Executive Officer
Location: Dallas–Fort Worth, Texas
Employment Type: Full-Time, Salaried
Compensation: $65,000–$80,000 annually, based on experience
Direct Reports: None initially

About Pegasus Recovery Solutions

Pegasus Recovery Solutions is an established asset-recovery company serving financial institutions throughout Texas. Our operations depend on a safe, reliable, properly maintained fleet of recovery vehicles, camera cars, transport vehicles, and supporting equipment.

We are building more consistent systems, clearer accountability, and stronger operational support as the company continues to grow. We are seeking a hands-on fleet professional who can organize our fleet records, coordinate maintenance and repairs, track company assets, and help keep vehicles safely available for daily operations.

Position Summary

The Fleet Administration & Maintenance Manager is responsible for the daily administration and coordination of Pegasus Recovery Solutions’ vehicle fleet and assigned company equipment.

This position maintains accurate fleet records, coordinates preventive maintenance and repairs, tracks vehicle availability, manages equipment assignments, and supports the use of Fleetio, GPS, camera, and telematics systems.

The role works closely with operational managers, drivers, repair facilities, equipment vendors, Compliance, Accounting, and executive leadership. The primary objective is to keep vehicles properly maintained, accurately documented, appropriately equipped, and available for operations.

This is a working management position focused on coordination, follow-through, record accuracy, and process improvement. It does not initially supervise mechanics or other fleet employees.

Primary Responsibilities

Fleet Maintenance and Repair Coordination

• Monitor preventive-maintenance schedules and ensure required services are completed on time.
• Coordinate vehicle repairs with approved repair shops, dealerships, tire vendors, and other service providers.
• Track vehicles that are out of service and provide regular status updates to operational leadership.
• Follow up with vendors regarding repair estimates, approvals, parts availability, completion dates, and vehicle pickup.
• Review repair recommendations and escalate unusually costly or recurring repairs for leadership approval.
• Maintain service histories, invoices, estimates, inspection records, and related documentation.
• Identify recurring mechanical issues and recommend practical corrective actions.
• Help reduce preventable breakdowns and unnecessary vehicle downtime.

Fleetio and Fleet Record Administration

• Maintain accurate vehicle and maintenance records in Fleetio.
• Enter and update odometer readings, service records, repair information, assignments, inspections, and vehicle status.
• Monitor overdue maintenance, incomplete inspections, open issues, and missing documentation.
• Reconcile Fleetio records with actual vehicle assignments and operational information.
• Produce routine reports regarding maintenance status, vehicle availability, repair costs, and outstanding issues.
• Improve the accuracy and consistency of fleet records and reporting.

Vehicle Availability and Assignment Tracking

• Maintain an accurate list of active, assigned, available, spare, and out-of-service vehicles.
• Coordinate vehicle assignments and reassignments with operational managers.
• Track vehicle location, assigned driver, assigned department, keys, fuel cards, GPS devices, and other equipment.
• Notify leadership when fleet availability may affect staffing or operational capacity.
• Support the return, reassignment, or removal of vehicles during employee transfers and separations.
• Help ensure vehicles are prepared before being issued to employees.

GPS, Cameras and Telematics

• Maintain accurate records for GPS units, body cameras, vehicle cameras, and other telematics equipment.
• Coordinate installation, replacement, troubleshooting, and removal with approved vendors and internal departments.
• Track which devices are assigned to each vehicle or employee.
• Monitor missing, inactive, damaged, or improperly assigned equipment and coordinate corrective action.
• Support Fleetio, Vestige, USFleetTracking, TraceMyTrack, and other approved fleet-related systems.
• Escalate significant equipment failures or data discrepancies to leadership and Business Systems.

Fleet Safety Administration

• Track required vehicle inspections, registrations, insurance documents, and related fleet records.
• Support the documentation and follow-up process for accidents, vehicle damage, and safety concerns.
• Confirm that accident reports, photographs, repair estimates, and supporting records are collected and retained.
• Identify overdue inspections, unresolved safety issues, or vehicles that should not remain in service.
• Coordinate with Operations, Compliance, and leadership when a vehicle presents a potential safety concern.
• Help reinforce company fleet policies and vehicle-care expectations.
• Support periodic audits of fleet records, vehicle condition, and assigned safety equipment.

This position supports fleet-safety administration and documentation. Executive leadership, Compliance, and operational management retain authority over companywide safety policy, formal investigations, insurance decisions, and disciplinary action.

Asset and Equipment Inventory

• Maintain accurate records of company-issued fleet equipment and operational assets.
• Track fuel cards, keys, cameras, GPS devices, uniforms, safety equipment, tools, and other assigned property.
• Coordinate equipment issuance, transfers, returns, replacements, and deactivation.
• Conduct periodic inventory audits and investigate missing or inaccurate assignments.
• Support onboarding and offboarding by confirming that required equipment is issued or returned.
• Help establish standardized asset-assignment and property-return processes.

Vendor and Cost Coordination

• Maintain professional relationships with repair facilities, dealerships, tire vendors, towing providers, equipment installers, and other fleet vendors.
• Obtain estimates and supporting information before significant repairs are approved.
• Review invoices for accuracy and confirm that authorized work was completed.
• Identify excessive charges, duplicate billing, repeated repairs, and avoidable expenses.
• Provide Accounting with accurate invoices, approvals, and supporting records.
• Recommend vendor changes when service quality, turnaround time, communication, or pricing is consistently inadequate.

Reporting and Process Improvement

• Provide leadership with regular reports on vehicle availability, overdue maintenance, repair status, fleet expenses, and asset discrepancies.
• Maintain a current list of unresolved fleet issues, responsible parties, and expected completion dates.
• Document fleet procedures and update them when processes change.
• Identify opportunities to improve maintenance scheduling, vehicle readiness, record accuracy, vendor performance, and equipment control.
• Create clear, repeatable systems rather than relying on informal communication or individual memory.
• Participate in operational meetings when fleet availability or maintenance concerns require discussion.

Working Relationships

This position works closely with:

• Chief Operating Officer
• Owner/Chief Executive Officer
• Recovery Agent Manager
• LPR Manager
• Lot Operations
• Market and department managers
• Fleet drivers and vehicle operators
• Compliance
• Accounting
• Human Resources
• Business Systems
• Locksmith Operations
• Repair shops, dealerships, equipment installers, and other vendors

Qualifications

Required

• Three or more years of experience in fleet administration, vehicle maintenance coordination, transportation, logistics, equipment management, dispatch, or a related operational field.
• Experience coordinating repairs and preventive maintenance with outside service providers.
• Strong organizational skills and the ability to manage multiple vehicles, vendors, deadlines, and open issues.
• Strong follow-through and attention to detail.
• Ability to maintain accurate records and identify missing or inconsistent information.
• Comfortable working with fleet software, spreadsheets, GPS platforms, and other technology systems.
• Ability to communicate clearly with drivers, managers, vendors, and executive leadership.
• Basic understanding of vehicle maintenance terminology and common repair issues.
• Valid driver’s license and an acceptable driving record.
• Ability to inspect vehicles and company equipment when necessary.

Preferred

• Experience using Fleetio or another fleet-management platform.
• Experience with GPS, telematics, vehicle-camera, or equipment-tracking systems.
• Experience in repossession, towing, transportation, logistics, field services, or another vehicle-intensive operation.
• Experience tracking fuel cards, keys, tools, uniforms, cameras, or other assigned company assets.
• Experience reviewing maintenance invoices, repair estimates, and service histories.
• Familiarity with multi-location fleet operations.

A college degree is not required. Relevant experience, dependability, judgment, organizational ability, and consistent follow-through are more important than formal education.

Core Competencies

The successful candidate should demonstrate:

• Integrity
• Ownership and accountability
• Attention to detail
• Initiative
• Sound judgment
• Organization and follow-through
• Professional communication
• Ability to prioritize urgent issues
• Comfort holding vendors and employees accountable
• Willingness to document and improve processes
• Respect for safety and company property
• Ability to work independently without losing communication with leadership

Measures of Success

Success in this position will be measured by:

• Preventive maintenance completed on time
• Accurate Fleetio and vehicle-assignment records
• Reduced overdue repairs and unresolved maintenance issues
• Clear visibility into vehicle availability and downtime
• Timely repair coordination and vendor follow-up
• Accurate GPS, camera, fuel-card, key, and equipment assignments
• Completed inspections, registrations, and required fleet documentation
• Improved inventory accuracy
• Reduction in preventable vehicle downtime
• Consistent communication with operational leadership
• Documented, repeatable fleet processes

Work Environment and Schedule

This is primarily an administrative and coordination position with regular interaction with vehicles, drivers, repair facilities, and operational locations.

The normal schedule is expected to be during standard business hours. Occasional after-hours communication may be required when an urgent vehicle issue materially affects operations. This position is not intended to function as a continuous 24-hour fleet-dispatch role.

The employee may occasionally be required to travel between Pegasus locations, repair facilities, vendors, and other operational sites.

Physical Requirements

The employee must be able to:

• Inspect vehicles and assigned equipment.
• Enter and exit different types of company vehicles.
• Walk through vehicle lots, shops, and operational locations.
• Occasionally lift or move equipment weighing up to approximately 40 pounds.
• Use computers, mobile devices, fleet software, and standard office equipment.
• Drive between company locations and vendor facilities when required.

Compensation

The anticipated salary range for this position is $65,000–$80,000 annually , based on relevant experience, demonstrated capabilities, and overall fit for the role.

Benefits and paid time off are provided in accordance with the applicable Pegasus Recovery Solutions benefit plans and company policies.

Equal Employment Opportunity

Pegasus Recovery Solutions provides equal employment opportunities to qualified applicants and employees without regard to legally protected characteristics. Employment decisions are based on business needs, job requirements, qualifications, performance, and applicable law.