Fleet Maintenance Coordinator

Job Purpose:

Under the general direction of the Fleet Maintenance Manager, the Fleet Maintenance Coordinator is accountable for supporting the Fleet Maintenance Department though administrative tasks.

Essential Job Functions:

• Schedule units for repairs and preventative maintenance.
• Maintain customer rapport by explaining the expected return of vehicle, obtaining and providing contact telephone numbers, answering questions and concerns, and arranging towing and temporary transportation.
• Collect data and prepare reports in an accurate and efficient manner.
• Reach out to customers to keep them updated on progress and issues.
• Maintain records by recording estimates, updates on work orders, problems, and corrective actions planned.
• Review and explain invoices to customers.
• Monitor repair costs and timeliness.
• Maintain customer service files and ensure they are readily available for reference.
• Analyze and monitor repair order trends and identify areas for growth.
• Manage manufacturer and company reporting systems.
• Communicate any bulletins or recalls in a timely fashion.
• Analyze repair estimates and repair orders to ensure accuracy and costs are within standards.
• Coordinate with other departments to troubleshoot as necessary.
• Manage time effectively and efficiently.
• Perform other duties as assigned.

Required Skills:

• Capable of working under general supervision and performing routine duties with minimal supervision.
• The ability to read, analyze, and interpret documents such as estimating guides, safety rules, operating and maintenance instructions, and procedure manuals. Ability to respond to common inquiries or complaints.
• The ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.
• The ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several variables.
• Proficient computer skills including e-mail, record keeping, routine database activity, word processing, spreadsheet, etc.
• The ability to listen to and understand information and ideas presented through spoken words and sentences.
• The ability to communicate information and ideas in speaking and writing so others will understand.
• Knowledge of principles and processes for providing customer service. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• The ability to work effectively in a team environment.
• The ability to handle multiple projects simultaneously.
• Observe, receive, and otherwise obtain information from all relevant sources.
• Identify complex problems and review related information to develop and evaluate options and implement solutions.
• The ability to tell when something is wrong or is likely to go wrong.
• The ability to listen to and understand information and ideas presented through spoken words and sentences.
• The ability to communicate information and ideas in speaking so others will understand.
• The ability to arrange things or actions in a certain order or pattern, according to a specific rule or set of rules.
• The ability to comply with safety and compliance policies.

Education & Qualifications:

• Must be at least 18 years old
• High School Diploma or GED required
• Customer service experience preferred

Physical Requirements:

This position requires light physical activity performing non-strenuous daily activities of an administrative nature. While performing the duties of this position, the employee is regularly required to sit, stand, walk, talk, or hear. The employee is frequently required to use hands, reach with hands and arms, and exert strength with arms. This position requires manual dexterity sufficient to constantly work with the fingers. The employee is occasionally required to climb, balance, stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include color, depth, distance, near, and peripheral vision as well as the ability to adjust focus.

Working Conditions:

This position frequently operates in a well-lit indoor office setting with heating and air-conditioning with adequate ventilation. Employee is occasionally exposed to outside weather conditions. The employee is occasionally subject to lifting and carrying objects. The noise level in the work environment is typically moderate. The employee will spend time reading computer screens on a daily basis.