Service Coordinator

Job Description

Job Description

$25/hr
8am-5pm onsite - Hooksett, NH

Position Overview:
The Service Cycle Administrator supports the day-to-day operational execution of the vehicle service lifecycle from work approval through completion. This role focuses on administrative coordination, data management, and communication to ensure service workflows move efficiently, vendors have accurate and timely information, and internal teams remain aligned. The individual plays a key role in maintaining service order accuracy, monitoring work status, and proactively flagging issues for resolution to optimize rentable utilization of the fleet.

Key Responsibilities:
• Create, update, and maintain accurate service work orders in company systems, ensuring details such as repair type, vendor assignment, estimated completion date, and cost are recorded correctly.
• Track service progress daily, updating records as milestones are met, and communicating status changes to internal stakeholders.
• Coordinate with vendors to confirm scheduling, required documentation, and any pre-approval requirements.
• Review incoming service documentation (invoices, estimates, completion photos) for accuracy and completeness before submitting for approval.
• Identify and escalate overdue service orders, missing information, or potential delays for resolution.
• Maintain accurate parts status records, following up with vendors or suppliers to confirm expected delivery timelines.
• Support reporting needs by preparing and distributing daily or weekly service status updates to stakeholders.
• Assist in monitoring vendor compliance with service cycle requirements and provide feedback to support performance tracking.
• Manage vendor communications via phone, email, and portal submissions, ensuring timely and professional follow-up.
• Support process documentation efforts by recording workflow updates, training notes, and best practices.
• Assist with overflow tasks and cross-functional administrative support during periods of high service volume.

Skills & Qualifications:
• Highly organized and detail-oriented, with the ability to manage multiple service orders simultaneously.
• Strong written and verbal communication skills for coordinating with vendors and internal teams.
• Proficient in Microsoft Excel (basic formulas, data entry, and tracking) and other Office tools.
• Ability to learn and navigate fleet management systems quickly.
• Comfortable working in a fast-paced environment with changing priorities.
• Positive, team-oriented approach with a commitment to supporting operational efficiency.

Education & Experience:
• 1–2 years of administrative experience, preferably in fleet operations, vehicle service coordination, or logistics.
• Experience with vendor coordination and data entry in an operational setting is preferred.

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