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.

This position is 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.

 

1. Daily Workflow Management - Plan:

· 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.

2. Daily Workflow Management - Diagnose:

· 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 nonurgent

issues in collaboration with operations.

3. Daily Workflow Management - Negotiate

· 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.

4. Daily Workflow Management - Review:

· 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.

5. Compliance Oversight:

· Ensure all equipment is FMCSA-compliant and all inspection, repair, and testing documents are stored appropriately in TMT.

· Submit testing and compliance documents to [email protected] for proper documentation.

· Monitor the PM dashboard daily, ensuring all equipment is serviced per OEM and company specifications.

· Reschedule missed services immediately in case of operational disruptions.

6. Vendor Management:

· Ensure vendors submit invoices within agreement terms. Escalate unresolved payment issues to the Fleet Maintenance

Invoicing team.

· Maintain professionalism when addressing vendor concerns, involving the invoicing team for payment disputes.

· Use the vendor preference listing to secure reliable, cost-efficient services and build vendor relationships.

7. Driver Communication and Policies:

· 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.

8. Work Order and Invoice Management:

· Review vendor invoices for accuracy, ensuring proper application of labor rates, SRT times, and warranty coverage.

· Submit completed work orders and invoices to [email protected] for processing within vendor terms.

· Maintain and update open or completed work orders daily. Work orders open for more than 30 days must include notes

explaining the delay.

Functional Knowledge: Requires a broad understanding of job and applies to a range of processes

Business Acumen: Applies understanding of how efforts impact broader objectives

Leadership: May act as an informal resource

Problem Solving: Uses existing procedures to solve standard problems

Impact: Impacts own quality and effectiveness of work

Interpersonal Skills: Explains moderately complex information in straightforward situations

Timeframe: Must meet near term targets

Knowledge and Experience

Education Required: High School Diploma or Equivalent

Experience Required: At least 1 Year Experience

Specialized Knowledge 

Technical Proficiency: Strong understanding of preventive maintenance schedules, FMCSA compliance, fault codes, and OEM

specifications.

Communication Skills: Ability to effectively collaborate with drivers, vendors, field operations, and logistics teams.

Analytical Skills: Competence in reviewing invoices, identifying discrepancies, and ensuring compliance.

Problem Solving: Ability to diagnose equipment issues and develop repair plans that balance cost, downtime, and compliance.

Vendor Negotiation: Skilled in securing cost-effective services and ensuring repairs align with company policies

• Nation-wide Medical Plan/Dental/Vision
• 401(k) and Flexible Spending Accounts
• Employee Fuel Discount
• Adoption Assistance
• Tuition Reimbursement
• Weekly Pay