Fleet Services Coordinator

Overview

The Fleet Services Coordinator is responsible for coordinating equipment and vehicle repair and maintenance activities by serving as a liaison between internal customers, vendors, and fleet staff. This position supports the planning, entry, tracking, and retrieval of fleet maintenance work orders, including the assignment, coordination of repair and service activities, and performs research and analytical work for the division. The incumbent creates, updates, and maintains accurate records and files related to vehicle and equipment maintenance, including preventive maintenance schedules, warranty information, repairs, and emissions testing documentation.

• Delivers a high level of customer service by greeting customers, obtaining complete and accurate vehicle and contact information, and responding to service-related inquiries in a timely and courteous manner.
• Prepares and processes work orders, schedules and assigns repair and maintenance tasks, and monitors work progress to ensure timely completion and continuity of service.
• Meets with customers to assess vehicle and equipment issues and coordinates the scheduling of required repairs or maintenance.
• Responds to customer inquiries regarding vehicle and equipment service and repairs.
• Schedules vehicles and equipment for preventive maintenance, unscheduled repairs, and manufacturer recalls. Verifies warranty coverage and coordinates with authorized service providers to arrange warranty-related repairs.
• Coordinates with external service providers to arrange repairs for heavy- and light-duty vehicles, including scheduling vendors for vehicle glass replacement and repair services.
• Reviews and estimates repair costs and timelines, and recommends the most cost-effective repair methods while maintaining service quality and operational needs.
• Acts as systems administrator for Fleet’s maintenance information system software, overseeing system functionality, system maintenance, upgrades, user training and workflow. Reviews output reports from the Fleet Management Information Software (FMIS), analyzes for patterns and trends, prepares reports and graphs depicting results of these analyses and recommends appropriate follow-up actions.
• Creates, updates, and maintains accurate records and files relating to vehicle maintenance history, inspections, fuel usage, emissions testing, warranties, and repair documentation.
• Works with the Fleet Services Supervisor to develop and implement divisional work processes and procedures.

• High School diploma or GED equivalency.
• The position requires knowledge of a specific vocational, administrative, or technical field, typically acquired through completion of a two-year associate degree, diploma, or equivalent education from an accredited college, technical, business, vocational, or correspondence school.
• Two (2) years of experience working in an automotive/mechanical repair and/or maintenance shop.
• Valid Arizona driver's license.
• Ability to read manuals, quotes, invoices, and related policies and procedures.
• Ability to perform general math calculations such as addition, subtraction, multiplication and division.
• Ability to write reports, correspondence, and emails.
• Ability to perform analytical functions, independent judgment and related software understanding.
• The incumbent prepares documents and conducts research to justify budgetary requirements during budget season.
• Work is governed by broad instructions, objectives, and policies. Requires initiative and independent analytical and evaluative judgment.
• Must be skilled in team building and team processes. Will work with others within the organization and collaborate with external stakeholders, including vendors, state and federal agencies, and professional peers as needed.
• Employee must maintain regular attendance and work in a safe, alert manner.