Maintenance & Service Coordinator
About The Position
The Maintenance & Service Coordinator serves as a central point of coordination for service operations, combining service writing, administrative support, compliance oversight, and operational support. This role is responsible for managing work orders, supporting shop workflow, ensuring regulatory compliance, and assisting drivers and technicians with service-related needs. This role will include cross functional training with the Foreman, Admin and Operations Manager. This position requires a highly organized, computer-savvy professional who can operate across multiple functions, including service administration, compliance (OSHA, hazardous waste and DOT), and after-hours support. The role will also participate in an on-call rotation to support drivers and coordinate service needs outside of standard business hours.
Requirements
- 2–5 years of experience in a service writer/coordinator, operations or safety coordinator role
- Strong working knowledge of service operations and work order management systems
- Understanding of vehicle systems
- Ability to work in on-call rotation and support after-hours operations
- Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment
- Proficiency in Microsoft Office (Excel, Word, Outlook) and other business systems
- Strong customer service and communication skills
- Ability to troubleshoot and problem-solve in real time
- High attention to detail and accuracy
- Ability to multitask and prioritize effectively
- Strong collaboration skills across operations, technicians, and leadership
- Adaptability and willingness to take on cross-functional responsibilities
Nice To Haves
- Automotive, fleet, or transportation experience
- Strong working knowledge of JDE/Oracle, DSI, or similar asset management system
- Mechanical knowledge
- CDL or prior experience operating buses/large vehicles
Responsibilities
- Open, manage, and close work orders in systems such as JDE and DSI
- Ensure accurate documentation of labor, parts, and sublet services
- Monitor work-in-progress and ensure timely closure of completed work orders
- Coordinate with technicians, foremen, and operations to track job status and priorities
- Validate vehicle mileage and support preventive maintenance (PM) scheduling
- Serve as a primary point of contact for service-related inquiries
- Provide updates to drivers and internal stakeholders on service status
- Assist with troubleshooting support over the phone for drivers when needed
- Support after-hours service needs through participation in an on-call rotation
- Coordinate towing and emergency service needs as required
- Support OSHA, DOT and hazardous waste compliance and safety program initiatives
- Monitor and manage DVIR (Driver Vehicle Inspection Report) defect tracking through Samsara
- Ensure timely resolution of driver-reported defects by coordinating with shop leadership
- Assist with hazardous waste program tracking and reporting, including identifying potential risks (spills, cleanliness, etc.)
- Maintain compliance documentation and support audit readiness
- Crosstrain and support administrative, foreman, and operation manager functions
- Manage sublet purchase orders (POs) and vendor coordination
- Maintain inventory of PPE and safety supplies, including ordering and tracking
- Generate reports and provide data insights to support operational decisions
- Ensure accuracy of shop records, service documentation, and reporting
- Direct communication with our client and operational partners that support the customer.
- Track and provide updates regarding vehicles that are out of service and help maintain the monthly maintenance schedule.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
Number of Employees
251-500 employees
