Administrative Coordinator

Job Description

Job Description

We are looking for an Administrative Coordinator to join an on-site team in Pennsylvania, supporting fleet service operations for a growing group of field technicians. This contract-to-permanent position is ideal for someone who stays organized under pressure, communicates effectively with both internal teams and external vendors, and keeps multiple workstreams moving efficiently. The role plays an important part in coordinating maintenance activity, maintaining accurate service data, and helping improve day-to-day workflow as the operation expands.

Responsibilities:
• Coordinate repair and preventive maintenance appointments for fleet equipment used by field staff across multiple service areas.
• Serve as the main point of contact between technicians and outside service providers to keep repair activity moving without delay.
• Communicate schedule changes, service updates, and completion timelines to employees working in the field.
• Monitor open maintenance requests and follow up with vendors to help ensure work is completed within expected timeframes.
• Enter, update, and maintain accurate service records and maintenance details within Fleetio and related tracking tools.
• Manage a high volume of requests at once, adjusting priorities as business needs shift throughout the day.
• Use vendor partnerships to help secure responsive service and support cost-conscious maintenance planning.
• Contribute to workflow improvements that strengthen coordination and efficiency as the fleet team continues to grow.• At least 1 year of experience in scheduling, dispatch, administrative support, coordination, or a similar function.
• Demonstrated ability to stay organized and manage competing priorities in a fast-paced environment.
• Strong verbal and written communication skills for working with technicians, vendors, and internal stakeholders.
• Proficiency with Microsoft Excel for tracking information and maintaining organized records.
• Comfortable learning new software platforms; experience with Fleetio is helpful but not required.
• Ability to work independently, use sound judgment, and respond effectively to changing needs.
• High level of accuracy, attention to detail, and urgency in handling time-sensitive tasks.