Fleet Maintenance Specialist

Inspiration Mobility Group•Washington, DC

3h•$65,000 - $85,000•Hybrid

About The Position

Our customers count on us to manage maintenance for their fleets, and their uptime and maintenance costs ride on our program making the right call on every repair. You are the person who keeps that program running cleanly day to day: preparing the higher-dollar approvals that come to us for a decision, reviewing completed repairs to confirm our guidelines and warranty coverage were followed, reconciling invoices against what was authorized, tracking vendor performance, and owning the reporting that shows what the program is delivering. When something looks off, you are the one who catches it and raises it. Managed maintenance is a growing part of what we offer, so you will also help build out the operational detail as we expand what the program covers.

Requirements

2+ years of experience in fleet services, automotive service management, warranty administration, claims, vendor management, or another operations role involving cost review and third-party accountability
Willing to raise a discrepancy and stay on it until it's resolved, including when a vendor pushes back
Comfortable reading a repair estimate or invoice and telling the difference between necessary work, upsell, and something a warranty or service contract should have covered—or confident you can learn to
Confident with data and systems: fluent in Excel (lookups, formulas, analysis) and confident navigating databases or operational tools
Improvement-minded and comfortable in a growing service line where some process is still being defined; you bring ideas forward and help implement them rather than waiting for perfect instructions
Strong, credible communicator in front of customers: able to explain a repair decision, a timeline, or an unexpected cost to someone non-technical, and to hold a difficult conversation without becoming defensive or over-promising
Familiarity with fleet maintenance or telematics platforms, data analytics tools (e.g. Sigma/Tableau), workflow/project management tools (e.g., Jira, Confluence) and cloud file systems (e.g., SharePoint)

Nice To Haves

Experience with electric vehicles is a plus; at minimum, you have the ability to quickly come up to speed on EV-specific maintenance, high-voltage service requirements, and how EV service differs from internal combustion

Responsibilities

Managing repair-related rental programs— Collaborate with vendors and clients to verify rental status, approve or deny rental requests, validate and approve rental invoices, and troubleshoot vehicle availability issues
Review and monitor the 3rd party workflow for repair orders — Manage escalations and exceptions (system enhancements, vehicle service history review, labor time analysis) while partnering with our third-party vendor to resolve workflow issues and labor / part pricing decisions
Auditing completed repairs — Review a regular sample of finished work to confirm the repair matched what was authorized and followed manufacturer recommendations and program guidelines; document what you find, including the patterns worth acting on
Reconciling invoices — Match invoiced amounts against approved estimates using vendor portals and our own systems, resolve billing variances and unapproved add-on charges with the shop or third-party partner, and confirm we're billed only for authorized work
Communicating with customers — Field questions from customers and Customer Success on repair status, timelines, and cost, explaining what was authorized and why in plain, confident language. Keep customers ahead of the process, flagging a delay or cost change as soon as you see it coming, rather than waiting for them to ask
Holding vendors accountable — Compile turnaround time, cost adherence, and service-level data into vendor scorecards; surface repeat offenders and recurring service failures; and prepare the details needed for vendor reviews and escalation conversations
Owning records, spend tracking, and reporting — Keep accurate, accessible records of every approval, audit, and repair cost; track spend against budget; and produce the recurring reporting on maintenance spend, vehicle downtime, and cost-saving opportunities for our team and our customers
Helping build as we expand — As we add new maintenance services, help stand up the operational detail behind them: drafting process documentation, supporting vendor onboarding, testing new workflows, and flagging where something will not hold up before it goes live