Fleet Project Coordinator � On-Site

Dejana Truck & Utility Equipment•Kings Park, NY

1d•Onsite

About The Position

As Fleet Project Coordinator, you will assist the Fleet Account Manager in managing the bidding of new utility vehicle upfitting projects and the full project production timeline from award to final delivery. In conjunction with the Fleet Account Manager, you will act as second point of contact coordinating projects with Fleet Customers, Dealers and Shop Production. Assisting with Fleet Customer Specification review and adherence, Coordination between sales and production teams, managing fleet inventory with production teams, and assisting and ensuring in build compliance with technical specification throughout lifecycle of production. In this position you will obtain on-the-job training and guidance throughout the process of fleet utility production. You will gain experience in Fleet Utility Vehicle Production Management, Bid Specification Review and Estimation of Light/Medium/Heavy-Duty Vehicle Equipment Applications.

Requirements

Customer-focused, responsive, and professional when communicating with fleet customers, dealers, vendors, sales representatives, and internal teams.
Highly organized and detail-oriented, with the ability to track multiple projects, deadlines, specifications, quote details, production milestones, and delivery requirements.
Proactive in identifying open items, potential delays, specification questions, pricing gaps, or communication needs and escalating them appropriately.
Self-motivated and accountable, with a strong sense of ownership and follow-through from project award through final delivery.
Collaborative and team-oriented, working effectively with Sales, Estimating, Purchasing, Engineering, Production, Quality, and outside vendors to support successful project execution.
Able to work in a fast-paced environment while balancing competing priorities, customer expectations, and internal deadlines.
Strong written and verbal communication skills, with the ability to document decisions, summarize project status, and communicate clearly with both technical and non-technical audiences.
Demonstrates curiosity and willingness to learn about fleet vehicle upfitting, utility equipment, production processes, vendor products, and customer applications.
Minimum of High School Graduation or Equivalent
Administrative, customer service and communication skills.
Proficiency in Microsoft Suit.
Familiarity with Work Truck Equipment and Automotive.
Experience project price estimating.
Experience with Fleet and Fleet Management.
Experience with Heavy Duty Utility Vehicle Upfitting in a shop environment.

Nice To Haves

Bachelor degree, preferred.

Responsibilities

Assist the Fleet Account Manager and Outside Fleet Sales Representatives in managing fleet upfit projects from bid award through final delivery and customer acceptance.
Review customer specifications, purchase orders, and project requirements to ensure compliance throughout the production lifecycle.
Participate in customer, dealer, and internal project meetings to document requirements, action items, and project milestones.
Coordinate communication between Sales, Engineering, Estimating, Purchasing, Production, and Quality teams to support successful project execution.
Monitor project schedules, including chassis arrivals, equipment procurement, production timelines, and delivery commitments to ensure customer deadlines are met.
Maintain project records, specifications, change orders, inspection reports, and customer documentation throughout the project lifecycle.
Assist in the preparation of customer quotations, bid submissions, pricing updates, and approved change order requests.
Work with vendors, estimating, and purchasing teams to obtain equipment pricing, confirm availability, and monitor lead times.
Track and communicate project status, potential delays, material shortages, and specification issues, escalating concerns when appropriate.
Support production teams by providing clarification on customer specifications, equipment requirements, and approved project changes.
Assist with pre-production reviews, in-process inspections, final quality inspections, and customer acceptance activities.
Ensure all delivery documentation, warranty information, inspection records, and customer-required materials are complete and accurate prior to vehicle delivery.
Serve as a secondary point of contact for fleet customers and dealers regarding project status, specifications, documentation, and delivery updates.
Maintain accurate project tracking within applicable business systems and reporting tools.
Stay current on industry trends, vehicle applications, product offerings, and supplier capabilities to support customer solutions and project execution.
Travel as needed to customer locations, dealer meetings, production facilities, and project review meetings.