Fleet Manager & Equipment Maintenance Coordinator

Position Overview: The Fleet Manager & Equipment Maintenance Coordinator is responsible for managing the company's fleet of trucks, trailers, landscaping equipment, and related machinery. This hands-on position combines fleet administration, preventive maintenance scheduling, mechanical troubleshooting, repair coordination, recordkeeping, and operational support. The successful candidate will take ownership of fleet readiness, minimize equipment downtime, maintain accurate maintenance and compliance records, and coordinate with operations management and field supervisors to ensure vehicles and equipment are available when needed. The ideal candidate has practical mechanical knowledge, strong organizational skills, and experience maintaining vehicles and equipment in the landscaping, construction, or related service industries.

Key Responsibilities: Fleet Management & Operations Oversee the daily management and availability of company trucks, trailers, mowers, and landscaping equipment. Maintain an accurate inventory of vehicles, equipment, tools, and assigned assets. Coordinate vehicle and equipment assignments to support daily crew schedules and operational needs. Monitor fleet availability and proactively address issues that could disrupt field operations. Track vehicle registrations, insurance documentation, inspections, maintenance schedules, and other required records. Coordinate vehicle replacements, equipment purchases, and disposal of aging or unreliable assets as directed by management. Preventive Maintenance & Mechanical Troubleshooting Develop and maintain preventive maintenance schedules for vehicles, trailers, mowers, small engines, and other landscaping equipment. Perform routine inspections and basic mechanical maintenance, including oil and filter changes, lubrication, battery checks, tire inspections, and fluid checks. Diagnose basic mechanical and operational issues and determine whether repairs can be completed internally or require an outside service provider. Coordinate repairs with dealerships, mechanics, equipment suppliers, and other service vendors. Monitor repair progress, control unnecessary downtime, and ensure equipment is returned to service promptly. Inspect equipment before deployment and confirm it is safe and operational. Maintain service histories and document recurring mechanical problems. Identify opportunities to reduce repair costs and improve equipment reliability. Equipment & Inventory Management Maintain an organized inventory of commonly used parts, maintenance supplies, and equipment accessories. Monitor inventory levels and coordinate purchasing and replenishment as needed. Track equipment condition, usage, repair frequency, and replacement needs. Ensure tools and equipment are properly stored, maintained, and accounted for. Coordinate equipment deliveries, pickups, rentals, and transfers between job sites. Establish consistent procedures for equipment inspections, storage, and reporting damage or loss. Compliance & Safety Maintain applicable vehicle inspection, registration, insurance, and maintenance documentation. Support compliance with applicable Department of Transportation (DOT), vehicle safety, and commercial transportation requirements for vehicles and operations subject to those rules. Ensure required inspections and maintenance are completed and documented. Reinforce safe equipment operation and proper vehicle care with field personnel. Identify and report unsafe vehicles, damaged equipment, and potential operational hazards. Follow company safety policies and applicable federal, state, and local requirements. Administrative & Cost Control Maintain accurate fleet maintenance logs, repair records, equipment inventories, and service documentation. Review and track repair invoices, parts purchases, fuel expenses, and maintenance costs. Assist management with fleet budgets, cost reporting, and equipment replacement planning. Track recurring repairs and identify opportunities to improve cost efficiency. Maintain organized digital records and provide regular updates on fleet condition, repair status, and upcoming maintenance needs. Use spreadsheets and other software to monitor maintenance schedules, expenses, and equipment availability. Communication & Field Support Work closely with operations management, field supervisors, and crew leaders to coordinate fleet availability. Communicate equipment issues, repair timelines, and vehicle assignments clearly and promptly. Provide guidance to employees on routine equipment care, inspections, and reporting mechanical problems. Establish accountability for proper vehicle and equipment use. Respond to urgent equipment issues and help coordinate solutions that minimize disruption to field operations. Qualifications Required Previous experience in fleet coordination, fleet management, equipment maintenance, mechanics, or a related operational role. Practical mechanical aptitude and the ability to diagnose basic vehicle and equipment problems. Knowledge of routine maintenance for trucks, trailers, mowers, small engines, and landscaping equipment. Strong organizational skills and attention to detail. Ability to manage multiple priorities, coordinate repairs, and meet deadlines. Proficiency with Microsoft Outlook, Excel, and other basic business software. Effective communication skills and the ability to work collaboratively with field personnel, vendors, and management. Valid driver's license and an acceptable driving record. Dependable attendance and the ability to work on-site in Charlotte, NC. Preferred Experience managing a fleet for a commercial landscaping, construction, or property services company. Hands-on experience repairing trucks, trailers, commercial mowers, and small engines. Familiarity with preventive maintenance programs and fleet management software. Experience tracking maintenance expenses, repair invoices, inventory, and equipment replacement costs. Knowledge of applicable DOT requirements and commercial vehicle inspection procedures. Relevant mechanical training, ASE certifications, or other equipment maintenance credentials. Experience using Excel spreadsheets or digital systems to track fleet assets and maintenance schedules.

Compensation & Benefits: The anticipated salary range is $55,000–$68,000 annually, depending on experience, mechanical expertise, fleet management capabilities, and qualifications. Candidates with strong hands-on mechanical repair skills and experience managing a diverse fleet may be considered toward the upper end of the range. Benefits, paid time off, and other compensation are provided in accordance with company policy.

What Success Looks Like: Vehicles and equipment are safe, reliable, and ready when field crews need them. Preventive maintenance is completed on schedule. Equipment downtime and avoidable repair expenses are minimized. Maintenance records, inspections, registrations, and other documentation remain accurate and current. Parts and supplies are organized and available when needed. Fleet expenses are tracked, and management receives timely updates on repair and replacement needs. Field supervisors receive dependable communication and support.

How to Apply: Interested candidates should submit a résumé outlining their fleet management, mechanical maintenance, equipment repair, and operational coordination experience. Please include any relevant certifications and experience supporting landscaping, construction, or other field-service operations.