Corporate Maintenance Coordinator

Description

Corporate Maintenance Coordinator

United Petroleum Transports / Florida Rock & Tank Lines

Location: Oklahoma City

Reports To: Corporate Maintenance Manager

Department: Corporate Maintenance

FLSA: Non- Exempt

The Role

Every truck in this fleet runs on paperwork long before it runs on diesel. The Corporate Maintenance Coordinator keeps that paperwork right, tracking repair orders, toll accounts, licensing records, and inspection files so the fleet stays legal, accurate, and ready to move. Reporting to the Corporate Maintenance Manager, this person owns the daily and weekly checkpoints that keep the whole system honest.

This work rewards someone who reads carefully, checks twice, and would rather get it right than get it fast. You will build real working relationships with maintenance centers, vendors, and the Safety Department, and your accuracy becomes the record everyone else relies on. It is steady, detail-driven work that keeps drivers legal, equipment compliant, and the fleet moving without surprises.

What You Will Own

• Monitor and respond to department emails and voicemails, keeping daily communication with the maintenance team current.

• Review and process tire invoices, DRs in portal accounts.

• Scan, index, and file maintenance records so every document is easy to find later.

• Coordinate central purchasing activities and submit purchase orders to approved vendors.

• Process incoming and outgoing department mail and maintain company decals and identification materials.

• Create repair orders for incidents and accidents submitted by the Safety Department.

• Review completed repair orders for accuracy and follow up with maintenance centers on discrepancies or corrections.

• Add new independent contractor units into the Maintenance Tracking (TMT) system, and keep equipment photographs current.

• Process and reconcile monthly toll statements and audit toll pass assignments for accuracy. Resolve toll violation invoices as they come in.

• Conduct inspection paperwork audits for truck and trailer records across Blue Beacon and other fleet management systems.

• Verify and maintain license plate information, flag discrepancies, and coordinate corrective action with the right department.

• Take on special projects and assignments as directed by management.

Who Thrives Here

• Takes time to think about a problem before jumping to a fix.

• Reads instructions and records closely, catching the detail others might skim past.

• Works best with a clear process and sticks to it, rather than improvising on the fly.

• Gathers the facts first and speaks up once they know they are right.

• Stays calm and steady, even when the workload piles up.

• Builds trust slowly and does careful, respectful work with people across departments.

• Takes pride in doing the job right the first time, not just doing it fast.

• Responds well to structured training and steady coaching from a manager who invests in their growth.

Qualifications

What You Need

• High school diploma or equivalent.

• Two or more years of administrative, transportation, or fleet maintenance experience, or equivalent hands-on experience in a related field.

• Strong working knowledge of Microsoft Office, especially Excel, Outlook, and Word.

• Strong organizational skills and close attention to detail.

• Ability to manage multiple priorities and deadlines in a fast-paced environment.

• Clear written and verbal communication skills.

Nice to Have

• Associate degree.

• Hands-on experience with TMT, Blue Beacon, or similar fleet management systems.

• Background in toll, licensing, or compliance auditing.

What Success Looks Like

• Repair orders close out accurately and on time, with no unresolved discrepancies lingering past the review cycle.

• Toll statements reconcile cleanly each month, with violations resolved before they become a driver or company liability.

• Fleet records in TMT, Blue Beacon, and related systems stay current, accurate, and audit-ready at all times.

• License plate, decal, and identification records match what is actually in the field, with no gaps between paperwork and equipment.

• Maintenance centers and the Safety Department can rely on this role to catch errors before they become compliance problems.

• Purchasing activity stays organized and within approved vendor channels, with clear documentation behind every order.

Working Conditions

• Works in a professional office environment at the corporate location.

• Spends the majority of the day at a desk, reviewing records and communicating by phone and email.

• May need to lift or carry files and office materials up to 50 pounds

• Travel requirements: minimal

Purpose

Embrace, promote and achieve the Vision, Values and Mission of the company, and to assist in meeting the Owner's plan each year. UPT is committed to the Guiding Principles of the Responsible Care initiative and anticipates that all employees will share our commitment by conducting themselves consistent with those principles to make the industry even safer for our employees and communities.

Equal Opportunity

United Petroleum Transports and Florida Rock & Tank Lines are Equal Opportunity Employers, committed to a workplace where every employee is treated with dignity and respect. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, or any other status protected by law.