Fleet Customer Operations Coordinator

Aston Carter•Torrance, CA

1d•Hybrid

About The Position

The Fleet Customer Operations Coordinator plays a critical role in supporting a growing fleet and rental business by managing the end-to-end vehicle order lifecycle with accuracy, efficiency, and a strong focus on customer satisfaction. This position serves as the operational and customer-facing link between Fleet Sales, Logistics, Manufacturing, and external fleet customers, including rental companies and fleet management organizations. The Coordinator proactively monitors orders, identifies potential issues, improves data quality, and provides timely communication to both customers and internal partners to minimize operational risk and ensure a seamless fleet customer experience.

Requirements

Bachelor’s degree or equivalent experience.
At least 2 years of experience in automotive operations, fleet management, logistics, customer service, or order management.
Strong attention to detail and a high level of accuracy in data entry and document review.
Excellent written and verbal communication skills for interacting with customers and internal teams.
Proficiency with Microsoft Excel, CRM platforms, order management systems, and reporting tools.
Ability to manage multiple tasks, priorities, and deadlines in a fast-paced environment.
Problem-solving mindset with the ability to work effectively across functions such as sales, logistics, and manufacturing.
Demonstrated experience in customer service, customer support, or operations-related roles.
Competence using Microsoft Office applications for daily operational and reporting tasks.

Nice To Haves

Experience working with fleet customers, rental companies, or fleet management companies.
BG in logistics coordination, including interaction with carriers, distribution centers, and dealerships.
Familiarity with quality assurance practices, including maintaining QA checklists and auditing processes.
Experience analyzing operational reports to identify trends and process improvement opportunities.
Comfort working with data entry and reporting tools to monitor order status and performance metrics.
Ability to document and maintain standard operating procedures and customer-facing guides.
Experience supporting teams during high-volume periods, production changes, or allocation shifts.

Responsibilities

Perform detailed review and validation of fleet orders to ensure accuracy before submission.
Monitor order reports to identify discrepancies, missing data, potential errors, and at-risk orders throughout the order lifecycle.
Audit vehicle assignments, ship-to codes, delivery instructions, and pricing for correctness to reduce costly post-order corrections.
Maintain quality assurance checklists and help develop improved quality-control processes to enhance order accuracy.
Serve as a primary point of contact for fleet customers regarding order status, delivery updates, and required documentation.
Respond promptly and professionally to inquiries related to damaged vehicles, incorrect deliveries, service issues, and missing paperwork.
Provide clear and timely updates to customers and internal stakeholders to ensure transparency and alignment.
Manage communication during escalations and collaborate with logistics teams, dealerships, and other departments to resolve issues efficiently.
Coordinate with internal logistics teams, rail and truck carriers, distribution centers, and dealerships to track vehicle delivery progress.
Monitor transit, delivery, and invoicing milestones to ensure timely and accurate execution of fleet orders.
Assist in resolving delivery location issues, transit damage claims, and paperwork errors to maintain smooth operations.
Support the operations team during high-volume periods, production changes, or allocation shifts by adjusting priorities and workflows.
Analyze fleet reports to identify trends, bottlenecks, and areas of operational risk that may impact customer experience.
Document standard operating procedures, reporting guides, and customer-facing instructions to support consistent and scalable processes.
Recommend and support improvements to systems, workflows, and communication methods to drive operational efficiency.
Contribute to cross-functional initiatives designed to improve the overall fleet customer experience and operational performance.