Maintenance & Service Coordinator

ABC Companies•South San Francisco, CA

5h•Onsite

About The Position

ABC Companies is a leading provider of transportation solutions, offering vehicles for 8-81 passengers, along with parts, service, and financing to support fleet operators across North America. Family-owned and operated since 1972, ABC is driven by its mission to advance the transportation industry through innovative, collaborative solutions that redefine the standard. Guided by its core values of Integrity, Trust, Collaboration, and Innovation, ABC is committed to delivering customer-focused, high-quality solutions that enhance safety, performance, and reliability. 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

Experience in automotive, fleet, or transportation
Working knowledge of JDE/Oracle, DSI, or similar asset management system highly preferred
Mechanical knowledge preferred
CDL or prior experience operating buses/large vehicles is a plus

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