Maintenance & Quality Supervisor

Job Description

Job Description

Description:

The Maintenance & Quality Supervisor is responsible for ensuring the company's trucks, trailers, cargo securement equipment, and related fleet assets meet company standards and applicable DOT/FMCSA requirements.

This position plays a critical role in maintaining fleet safety, regulatory compliance, operational readiness, and overall asset quality. The position conducts in-depth DOT-focused inspections of trucks and trailers, identifies deficiencies and required repairs, documents findings, and reports repair needs directly to the Shop Manager/Supervisor.

The position is also responsible for inspecting cargo securement equipment for condition, quality, quantity, proper storage, and usability, as well as inspecting the overall appearance and aesthetics of company equipment. This includes ensuring trucks and trailers maintain required company branding, cleanliness, decals, markings, and general appearance standards.

As the primary service-writing function for the maintenance department, this position translates driver and operations complaints into clear, actionable work orders for technicians. The position evaluates reported issues, assists in determining appropriate labor times, identifies additional repairs during inspections, coordinates with the parts department, and obtains management authorization for repairs that exceed established spending or approval limits.

The position works closely with Operations, Safety, Shop Management, Technicians, Parts, Drivers, and outside vendors to ensure equipment is properly repaired, documented, inspected, and returned to service.

Key Responsibilities

Fleet Flow & Unit Coordination

• Coordinate the flow of trucks and trailers arriving at the maintenance yard.
• Prioritize incoming units based on safety, DOT compliance, operational needs, and severity of reported issues.
• Coordinate with Operations and Safety regarding units requiring inspection, repair, or corrective action.
• Monitor units entering and leaving the maintenance process.
• Communicate unit status and repair requirements to appropriate departments.
• Assist in minimizing equipment downtime and maximizing fleet availability.
• Ensure units are properly identified and assigned for inspection or repair.

DOT & Fleet Inspections

• Conduct in-depth inspections of trucks and trailers to identify mechanical, safety, and compliance deficiencies.
• Inspect equipment with particular attention to items that may result in roadside inspection violations or out-of-service conditions.
• Document inspection findings accurately and completely.
• Identify required repairs and distinguish between safety-critical, compliance-related, preventive, and cosmetic repairs.
• Report additional repairs identified during inspections to the Shop Manager/Supervisor.
• Verify that identified deficiencies are properly addressed before equipment is returned to service when applicable.
• Assist with preparation for DOT inspections and internal fleet audits.
• Maintain accurate inspection and maintenance documentation.

Flatbed Cargo Securement Equipment

• Inspect cargo securement equipment assigned to trucks and trailers.
• Verify the condition, quality, quantity, and usability of chains, binders, straps, tarps, winches, tie-down equipment, edge protection, and other applicable securement equipment.
• Identify damaged, worn, missing, or otherwise unacceptable securement equipment.
• Ensure equipment is properly stored and available for driver use.
• Coordinate replacement of defective or missing securement equipment with the appropriate department.
• Maintain company standards for cargo securement equipment.
• Work with Safety and Operations to identify recurring cargo securement issues.
• Support company compliance with applicable cargo securement requirements.

Truck & Trailer Quality / Appearance

• Inspect trucks and trailers for overall condition and appearance.
• Ensure company branding, decals, unit numbers, markings, and other required identification are present and properly maintained.
• Identify damaged, missing, faded, or improperly installed branding.
• Inspect trailers for cleanliness, damage, and overall presentation.
• Inspect new and used assets upon arrival or acquisition.
• Document deficiencies and coordinate corrective action.
• Ensure fleet assets meet established company quality and appearance standards before being placed into service.

Service Writing & Work Orders

• Receive and evaluate driver-reported maintenance concerns.
• Translate driver complaints into clear, specific, and actionable work orders for technicians.
• Obtain additional information from drivers when necessary to accurately identify the reported concern.
• Review technician findings and update work orders as needed.
• Identify additional repairs discovered during inspections or maintenance.
• Assist in determining appropriate labor times for repairs using applicable labor standards and company guidelines.
• Ensure work orders accurately identify the unit, complaint, diagnosis, repair required, parts, labor, and completion status.
• Prioritize work orders based on safety, compliance, operational requirements, and repair urgency.
• Obtain required authorization from the Shop Manager/Maintenance Manager for high-cost or non-routine repairs.
• Ensure unauthorized repairs are not performed outside established company approval procedures.
• Review completed work orders for accuracy and completeness before closure.

Parts Department Coordination

• Work closely with the Parts Department to ensure required parts are identified, available, and properly assigned to work orders.
• Communicate parts requirements to the Parts Department.
• Verify that parts requested correspond with the approved repair.
• Identify parts shortages that could delay repairs.
• Coordinate with Parts regarding substitutions or alternative components when appropriate.
• Assist in identifying recurring parts failures or quality concerns.
• Ensure parts usage is properly documented within the applicable maintenance system.
• Communicate expected parts delays to Shop Management and Operations.

Quality Control & Repair Verification

• Review completed repairs to ensure the reported concern has been addressed.
• Identify incomplete, inaccurate, or poor-quality repairs.
• Coordinate corrective action with technicians and Shop Management.
• Monitor repeat repairs and comebacks.
• Identify recurring mechanical or equipment issues.
• Assist management in determining root causes of recurring failures.
• Ensure safety-critical repairs receive appropriate attention before a unit is released.
• Support continuous improvement of fleet maintenance procedures.

New & Used Asset Inspection

• Inspect newly acquired trucks, trailers, and equipment.
• Inspect used assets before acceptance or placement into service.
• Document mechanical, structural, safety, securement, branding, and cosmetic deficiencies.
• Communicate findings to the Shop Manager/Maintenance Manager.
• Assist in developing repair recommendations and estimated labor requirements.
• Ensure required repairs are completed before the asset is released for operational use.

Documentation & Systems

• Maintain accurate maintenance and inspection records.
• Enter and update work orders in FleetRock.
• Review relevant vehicle and operational information in Samsara.
• Ensure inspection findings and repair recommendations are properly documented.
• Maintain accurate records of unit condition and maintenance status.
• Prepare reports requested by Shop Management or Operations.
• Maintain confidentiality and accuracy of company maintenance information.

Cross-Department Communication

• Work closely with Operations regarding unit availability and driver-reported issues.
• Work closely with Safety regarding DOT, cargo securement, and compliance concerns.
• Work closely with Shop Management regarding repairs and maintenance priorities.
• Communicate effectively with technicians regarding work-order requirements.
• Coordinate with Parts regarding parts availability and repair delays.
• Communicate with drivers professionally regarding reported maintenance concerns.
• Escalate significant issues through the appropriate chain of command.

Requirements:

 

Qualifications

• Minimum 3+ years of fleet maintenance/service -writing experience preferably in a commercial fleet, trucking, diesel, or transportation environment.
• Experience working with trucks and trailers preferred.
• DOT-certified mechanic or equivalent documented DOT inspection/maintenance qualification.
• Working knowledge of DOT/FMCSA vehicle inspection and maintenance requirements.
• Working knowledge of commercial truck and trailer components.
• Knowledge of flatbed cargo securement equipment and practices strongly preferred.
• Ability to read and understand maintenance documentation and repair orders.
• Strong computer skills and proficiency with Google Workspace/G-Suite.
• Ability to work in a fast-paced fleet maintenance environment.
• Ability to prioritize multiple units and maintenance requests.
• Ability to work collaboratively with drivers, technicians, Operations, Safety, Parts, and management.

Working Conditions

• Work is primarily performed in a fleet maintenance yard, shop, and office environment.
• Regular exposure to trucks, trailers, diesel equipment, tools, parts, and shop activities.
• May require walking throughout the yard and inspecting equipment.
• May require working outdoors in varying weather conditions.
• May require occasional extended hours based on fleet emergencies or operational requirements.
• Must follow all company safety procedures and required PPE requirements.

Benefits

Eligible employees of Nova Lines may participate in a comprehensive benefits package, which may include:

• Paid Time Off (PTO)
• Paid Holidays
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Short-Term Disability (STD)
• Long-Term Disability (LTD)
• 401(k) Retirement Plan with Company Match
• Tuition Reimbursement Program

Equal Employment Opportunity Statement
Nova Lines is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, ancestry, age, disability, marital status, military status, pregnancy, genetic information, arrest or conviction record (as permitted by law), or any other protected status under federal, state, or local law.

Reasonable Accommodation Statement
Nova Lines complies with the Americans with Disabilities Act (ADA) and applicable state laws. Reasonable accommodations may be provided to enable qualified individuals with disabilities to perform the essential functions of the job.

At-Will Employment Statement
Employment with Nova Lines is at-will. This means that either the employee or the Company may terminate the employment relationship at any time, with or without cause, and with or without notice, in accordance with applicable law. Nothing in this job description or any other company document should be construed as a contract, express or implied, guaranteeing employment for any specific duration.

Job Type: Full-time

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Work Location: In person