Fleet Services Coordinator I

ABF Freight System•Fort Smith, AR

About The Position

The Fleet Services Coordinator manages administrative and operational processes for fleet equipment, including sales, onboarding, invoicing, and payment reconciliation. This role ensures accurate equipment records, status updates, and compliance with fuel and maintenance standards. Responsibilities include coordinating vendor invoices and purchase orders, supporting field personnel with maintenance systems, overseeing inventory audits for parts, tires, and fuel, and assisting with emergency repair events. The position also handles reporting, reconciliations, and communication across departments to maintain efficiency and accuracy in fleet operations.

Requirements

Education: Associate's Degree, preferred Relevant experience considered in lieu of education.
Experience: clerical experience, preferred
Computer Skills: Proficient in Microsoft Office Suite and Service Now software, required
Additional Requirements: Knowledge of equipment and maintenance in trucking operations.
Basic knowledge of maintenance standard operating procedures in trucking operations.
Competencies: Accuracy and Attention to Detail
Document Management
Effective Communications
Managing Multiple Priorities
Operational Functions
Problem Solving
Producing Results
Service Excellence

Responsibilities

Maintain bulk fuel inventory reconciliation.
Assist with retail fuel purchase compliance.
Maintain equipment records, master list, and update ABF used equipment website.
Assist in management of fuel additive usage during winter months.
Create, manage, and maintain purchase orders (POs) for parts, tires, and labor.
Onboard new equipment purchases and process payments; coordinate status changes with Tax Department.
Assist the field with network and hardware issues involving fuel tank gauges and dispensers.
Management of EOL Repair and emergency roadside events.
Data collection and research as directed for various equipment and maintenance cost reports and projects.
Work exception reports for fuel card, oil, DEF, and other petroleum related purchases.
Work exceptions for equipment with incorrect mileage/hours and/or fuel usage.
Manage sale of used equipment, including invoicing, payment reconciliation, and customer communication.
Handle administrative tasks including travel arrangements, utilities billing, document scanning, and communication with field personnel.
Review and approve invoices for fuel, lubricants, parts, tires, and related expenses, ensuring accurate VMRS repair coding.
Distribute requests for quotes and assist with maintenance of new equipment specifications.
Reconcile and correct various accounting reports for equipment and service center accuracy.
Assist field personnel with all functions of Maintenance Management System including invoice processing, imaging, and PO creation.
Maintain records for change in equipment from road to city, as well as maintain domicile updates for all ABF asset equipment.
Other duties and projects, as assigned.
Validate and reconcile tire and parts inventories; compile, generate, and collect reports on usage and inventory of parts, tires, and fuel.
Record monthly meter readings for forklifts.