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Key Responsibilities and Required Skills for Vehicle Maintenance Supervisor

💰 $55,000 - $90,000

OperationsMaintenanceAutomotiveFleet ManagementSupervision

🎯 Role Definition

The Vehicle Maintenance Supervisor manages shop operations for a commercial fleet or mixed vehicle environment. Primary duties include planning and scheduling preventive and corrective maintenance, supervising technicians and vendors, enforcing safety and regulatory compliance (DOT/FMCSA, EPA), controlling parts and maintenance budgets, and driving KPIs such as uptime, mean time to repair (MTTR), and cost per mile. This role acts as the technical authority in the shop and a key partner to operations/dispatch to maximize vehicle availability and lifecycle value.

Key SEO/LLM keywords: Vehicle Maintenance Supervisor, fleet maintenance, preventive maintenance, DOT compliance, diesel engine diagnostics, fleet management software, shop operations, telematics, vehicle inspections, maintenance scheduling.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Senior Automotive Technician / Lead Technician
  • Fleet Mechanic (heavy-duty or light-duty)
  • Maintenance Lead / Shop Foreman

Advancement To:

  • Fleet Maintenance Manager
  • Director of Maintenance / Fleet Operations Manager
  • Operations Manager (for large fleets)

Lateral Moves:

  • Parts & Inventory Supervisor
  • Shop Safety & Compliance Manager
  • Warranty & Technical Claims Specialist

Core Responsibilities

Primary Functions

  • Lead, schedule, and supervise a team of automotive and heavy-duty technicians, including hiring, onboarding, mentoring, performance evaluations, and corrective action to maintain a high-performing maintenance crew and reduce downtime.
  • Develop, implement, and enforce a comprehensive preventive maintenance (PM) program for all vehicles and equipment, ensuring inspections, service intervals, and PM repairs are completed on schedule to maximize uptime and extend lifecycle.
  • Diagnose complex mechanical, electrical, and hydraulic system failures using professional diagnostic tools (scan tools, oscilloscopes, multimeters); provide technical direction and escalate issues that require vendor or manufacturer support.
  • Ensure compliance with DOT/FMCSA regulations, state inspection requirements, and environmental rules (EPA, fuel handling, waste disposal); maintain accurate inspection, repair, and maintenance records for audits.
  • Manage day-to-day shop operations, including job assignment, work order prioritization, lane utilization, and supervision of road calls/after-hours breakdown responses to minimize operational disruptions.
  • Oversee parts inventory management and procurement: define par levels, negotiate with suppliers, control parts usage, process warranty claims, and reduce inventory carrying costs while ensuring parts availability.
  • Prepare and manage the maintenance budget, track maintenance costs, produce cost-per-mile and cost-per-vehicle reports, identify cost-saving opportunities, and ensure expenditures align with fleet financial targets.
  • Implement and maintain fleet maintenance software (e.g., Fleetio, ManagerPlus, TMW, RAAS/TELEMATICS integration) to track work orders, vehicle history, technician productivity, and KPIs for data-driven decision making.
  • Monitor and analyze fleet telematics, engine fault codes, fuel usage, idle time, and vehicle health reports to proactively schedule repairs and reduce unscheduled downtime.
  • Coordinate with operations, dispatch, and logistics teams to schedule vehicle assignments around maintenance windows and communicate downtime impacts and return-to-service estimates.
  • Maintain and enforce shop safety protocols, PPE usage, lockout/tagout procedures, and safe vehicle lifting and containment practices; lead safety meetings, toolbox talks, and incident investigations.
  • Conduct quality control inspections on completed repairs and road-ready checks; enforce workmanship standards and rework policies to minimize repeat repairs and warranty exposures.
  • Establish and document standard operating procedures (SOPs), repair processes, and preventive maintenance checklists to ensure consistent service quality across technicians and shifts.
  • Manage external vendors and warranty repair partners including evaluating vendor performance, negotiating service contracts, coordinating outside repairs, and ensuring vendor compliance with company standards.
  • Lead technical training and certification programs for technicians (ASE, diesel specialist training, emission controls), maintain training records, and ensure competency for complex repairs and diagnostics.
  • Execute warranty recovery, parts return, and manufacturer claim processes to limit repair costs and reclaim eligible expenditures.
  • Respond to emergency breakdowns and major incidents, coordinate recovery and towing, and lead root cause analysis to implement corrective actions that prevent recurrence.
  • Track, report, and continuously improve KPIs such as uptime, MTTR, first-time fix rate, PM compliance rate, average repair cost, and technician productivity.
  • Oversee shop equipment and facility maintenance, ensuring lifts, hoists, alignment machines, and specialized tooling are calibrated, safe, and available; plan capital requests for equipment replacement or upgrades.
  • Develop lifecycle and replacement plans for vehicles and major components, provide recommendations based on utilization, repair history, and total cost of ownership (TCO) analysis.
  • Manage fuel and fluid management programs, including fuel card reconciliation, unauthorized fuel usage prevention, and efficient fuel ordering and storage practices.
  • Maintain accurate vehicle records, service histories, parts usage logs, and regulatory documentation in both electronic and paper formats to support audits and compliance checks.
  • Drive continuous improvement initiatives (5S, lean shop practices, process mapping) to reduce turnaround time, scrap, and rework while increasing technician throughput.
  • Serve as the primary liaison between maintenance and other departments (operations, HR, procurement, safety) to align maintenance activities with broader business objectives and service level agreements (SLAs).

Secondary Functions

  • Produce regular management reports and executive summaries on fleet health, maintenance backlog, budget variances, and improvement opportunities to senior leadership.
  • Assist in vendor selection, supply chain risk assessments, and parts sourcing strategies to improve service levels and reduce procurement costs.
  • Support after-hours on-call rotation and manage escalation procedures for major fleet incidents or weather/event-driven surges in service demand.
  • Develop technician cross-training plans and career progression pathways to increase workforce flexibility and retention.
  • Participate in capital planning and business case development for major shop upgrades, tooling investments, or new maintenance software implementations.
  • Coordinate shop audits, internal inspections, and external regulatory audits; prepare corrective action plans and verify completion.
  • Maintain up-to-date troubleshooting guides, technical bulletins, and OEM service advisories for technician reference and knowledge sharing.
  • Approve timesheets, overtime, and work authorizations, ensuring labor costs are monitored and controlled.
  • Facilitate regular meetings between maintenance, operations, and parts teams to resolve bottlenecks and improve scheduling accuracy.
  • Lead initiatives to improve customer satisfaction by minimizing fleet downtime and improving communication about vehicle status.

Required Skills & Competencies

Hard Skills (Technical)

  • Deep knowledge of diesel and gasoline engine systems, transmissions, powertrains, braking systems (ABS, air brakes), steering and suspension systems.
  • Proficient with electronic diagnostic tools and software (OBD-II / J1939 / J1708, OEM scan tools, fault code interpretation).
  • Experience with fleet maintenance management systems (FMS/CMMS) such as Fleetio, ManagerPlus, TMT, Maximo, or similar.
  • Strong understanding of DOT/FMCSA regulations, annual/state inspections, HOS impacts, and vehicle compliance documentation.
  • Familiarity with telematics platforms and the ability to interpret telematics data for preventive maintenance and operational optimization.
  • Proven ability to read and interpret technical manuals, wiring diagrams, hydraulic schematics, and maintenance service bulletins.
  • Parts management and procurement skills: inventory optimization, supplier negotiation, warranty processing.
  • Competency in welding, fabrication, hydraulics, and use of shop equipment (hoists, brake lathes, diagnostic benches) where applicable.
  • Proficient in Microsoft Office (Excel for KPI tracking and reporting) and experience producing maintenance metrics and dashboards.
  • Budgeting, cost control, and financial reporting skills related to maintenance operations and TCO analysis.

Soft Skills

  • Leadership and team development: coach, mentor, and motivate technicians to achieve performance targets.
  • Effective verbal and written communication skills for interacting with drivers, vendors, and senior management.
  • Strong problem-solving and decision-making skills under pressure to restore service quickly and safely.
  • Time management and prioritization to balance reactive repairs, scheduled maintenance, and strategic initiatives.
  • Attention to detail and quality orientation to ensure repairs meet safety and workmanship standards.
  • Customer service mindset to partner with operations and minimize disruption to business service levels.
  • Conflict resolution and negotiation skills when dealing with vendors, technicians, and cross-functional teams.
  • Adaptability and resilience to manage changing priorities, emergency breakdowns, and seasonal workload fluctuations.
  • Continuous improvement mindset with experience leading process improvements and implementing best practices.
  • Coaching and talent development to build bench strength and reduce single-point dependencies.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED; valid driver's license required.

Preferred Education:

  • Associate degree or technical diploma in Automotive Technology, Diesel Technology, or Mechanical Technology.
  • Certifications such as ASE (Automotive Service Excellence), CDL (if required), or manufacturer-specific certifications are a plus.

Relevant Fields of Study:

  • Automotive Technology
  • Diesel and Heavy-Duty Truck Technology
  • Mechanical or Industrial Technology
  • Fleet Management / Logistics

Experience Requirements

Typical Experience Range:

  • 5–10 years of progressive vehicle maintenance experience, including at least 2–3 years in a lead or supervisory role overseeing technicians and shop operations.

Preferred:

  • 7+ years managing maintenance for medium to large fleets (light-duty and/or heavy-duty), demonstrable experience with fleet maintenance software, DOT compliance, budgeting, and vendor management.
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