Specialist, Service Cycle Administrator

Merchants Fleet•Hooksett, NH

6h•Hybrid

About The Position

We’re looking for a Service Cycle Administrator to play a critical role in keeping our vehicle service lifecycle running smoothly—from work approval to completion. In this role, you’ll be the backbone of service coordination, ensuring accurate data, seamless communication, and efficient workflows that help maximize fleet availability.

Requirements

Strong organizational skills and attention to detail
Ability to manage multiple tasks and priorities simultaneously
Excellent written and verbal communication skills
Proficiency in Microsoft Excel and Office tools
Comfort learning new systems and working in a dynamic environment
A team-oriented mindset with a proactive, problem-solving approach
1–2 years of administrative experience (fleet operations, logistics, or service coordination preferred)

Nice To Haves

Experience working with vendors and handling data entry in an operational setting is a plus

Responsibilities

Create and manage service work orders with precision, ensuring all details are accurate and up to date
Track service progress daily and communicate status updates to internal teams
Coordinate with vendors to confirm scheduling, documentation, and approvals
Review invoices, estimates, and completion records for accuracy before approval
Identify delays, missing information, or overdue work—and proactively escalate issues
Monitor parts availability and follow up on delivery timelines
Prepare and distribute service status reports to stakeholders
Support vendor compliance tracking and performance feedback
Maintain clear, professional communication with vendors via phone, email, and portals
Assist with documentation, training notes, and process improvements
Provide cross-functional administrative support during high-volume periods