Fleet Services Coordinator

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.

• Prepare and process work orders, schedule and assign repair and maintenance tasks, and monitor work progress to ensure timely completion and continuity of service. Meet with customers to assess vehicle and equipment issues and coordinate the scheduling of required repairs or maintenance.
• Respond to customer inquiries regarding vehicle and equipment service and repairs. Schedule vehicles and equipment for preventive maintenance, unscheduled repairs, and manufacturer recalls. Verify warranty coverage and coordinate with authorized service providers to arrange warranty-related repairs.
• Coordinate with external service providers to arrange repairs for heavy- and light-duty vehicles, including scheduling vendors for vehicle glass replacement and repair services. Review and estimate repair costs and timelines, and recommend the most cost-effective repair methods while maintaining service quality and operational needs.
• Act as systems administrator for Fleet’s maintenance information system software, overseeing system functionality, system maintenance, upgrades, user training and workflow. Review output reports from the Fleet Management Information Software (FMIS), analyze for patterns and trends, prepare reports and graphs depicting results of these analyses and recommend appropriate follow-up actions.
• Create, update, and maintain accurate records and files relating to vehicle maintenance history, inspections, fuel usage, emissions testing, warranties, and repair documentation.
• Work 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 considerable initiative and independent analytical and evaluative judgment.
• Team oriented with the ability to collaborate with internal and external stakeholders, including vendors, suppliers, and external agencies as needed.
• Employee must maintain regular attendance and be able to work in a constant state of alertness and safe manner.