Fleet Maintenance Coordinator

Charlie's Produce•Seattle, WA

21d•$28•Onsite

About The Position

Shift: 7:00am - 3 : 30pm Schedule flexibility on weekends and holidays, as needed Job Summary: We are looking for a dependable and detail-oriented Fleet Maintenance Coordinator to support our Fleet Maintenance Department by managing critical administrative, inventory, and operational functions that keep the fleet running smoothly. This role oversees work orders, the Out-of-Service (OOS) log, parts inventory, and quality control audits, while serving as a primary point of contact for drivers, vendors, and internal stakeholders. Success in this position requires clear communication, attention to detail, and collaboration with mechanics, vendors, and leadership to ensure timely and efficient fleet operations.

Requirements

1+ years of previous physical inventory management experience, specifically with machine parts.
6+ months of previous experience in administrative, billing, or order processing roles, with basic understanding of invoicing and billing processes.
Must be comfortable speaking on the phone.
Must be skilled in time management and be capable of meeting hourly/ daily deadlines.
Must have strong organizational and planning skills with high attention to detail and accuracy.
Ability to lift up to 50lbs frequently.
Ten Key by touch / 9,000+ keystrokes per hour.
Team-oriented with strong interpersonal skills.
Ability to communicate professionally and clearly in both verbal and written forms.
Proficiency in Microsoft Office.
Ability to manage and prioritize multiple tasks while meeting deadlines.
Flexibility to adapt quickly to real-time changes in a fast-paced shop environment.
Proven critical thinking skills able to deal with a variety of details simultaneously.
High school diploma or equivalent .
Valid driver’s license with a clean driving record.

Nice To Haves

Previous experience working in a vehicle repair shop, either or passenger or truck.
Previous experience with forklifts.

Responsibilities

Serve as the primary on-site contact for drivers and vendors, directing them to the correct vehicle, contact, or location.
Answer the shop’s main phone line and email inbox, and respond to inquiries from vendors, drivers, supervisors, and other departments.
Request and process invoices from vendors for completed work through DocLink.
Order and track vehicle parts from vendors, ensuring timely availability for repairs and maintenance.
Pre-order and organize parts for upcoming preventative maintenance.
Create, update, and maintain work orders in the fleet maintenance system.
Maintain and update the OOS (Out-of-Service) log.
Conduct daily audits of Down-Time Tracker using BI reports and OOS log.
Review work orders to verify correct tasks, notes, parts, and documentation.
Add parts used to work orders to maintain accurate inventory records.
Process and track core returns, returning unused parts to inventory.
Perform regular physical inventory counts and adjust levels as needed.
Reorganize parts storage bin locations to optimize storage and accessibility.
Physically inspect the yard and perform walk-throughs to verify the location and status of vehicles in repair.
Ensure accurate documentation of vehicles movement between the yard, shop, and vendor locations.
Work with the Fleet Maintenance Manager and mechanics to ensure smooth daily operations.
Ensure all records and documentation comply with internal policies and regulatory requirements.
Complete additional tasks and special projects as assigned.
Operate a company vehicle as needed to assist drivers with pick-up/drop-off of vehicles or to collect parts from vendors.