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.
The Fleet Services Coordinator delivers a high level of customer service by professionally 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.
Act 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), analyze for patterns and trends, prepares reports and graphs depicting results of these analyses and recommends 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.
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.Work requires the ability to read manuals, quotes, invoices, and related policies and procedures.
Work requires the ability to perform general math calculations such as addition, subtraction, multiplication and division.
Work requires the ability to write reports, correspondence, and emails.
Work requires the ability to perform analytical functions, independent judgement 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. Work requires the exercise of considerable initiative and independent analytical and evaluative judgment.
The incumbent must be skilled in team building and team processes. The incumbent in this position will work with others within the organization. A team approach must be taken to involve all stakeholders in the decision-making processes for purchases and projects. Additionally, the incumbent collaborates with individuals outside the City who may be members of professional or peer organizations. Working with various state and federal agencies may also be required of the employee. Vendors and suppliers may also be asked to provide information on purchases, supplies, or products. Employee must maintain regular attendance. Ability to work in a constant state of alertness and a safe manner.
