Fleet Maintenance and Safety Manager

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