Administrative Coordinator

Job Description

Job Description

We are looking for an Administrative Coordinator to support fleet maintenance communication and service coordination for a motor freight operation in St. Cloud, Minnesota. This Contract position is ideal for someone who can manage inbound driver calls, organize maintenance scheduling, and work closely with operations and service vendors to keep equipment available and compliant. The role requires strong administrative judgment, responsiveness, and the ability to track service activity from initial report through final invoice resolution.

Responsibilities:
• Respond to incoming calls from drivers regarding vehicle breakdowns, repair concerns, and preventive maintenance needs in a fast-paced support environment.
• Maintain timely call handling performance by meeting established service expectations for answering incoming requests.
• Coordinate with operations teams and external repair vendors to reduce truck and trailer downtime and keep equipment moving efficiently.
• Arrange preventive maintenance appointments within required service intervals and confirm scheduling details with the appropriate stakeholders.
• Monitor fleet compliance items, including inspection status and roadside violation follow-up, to help ensure operational readiness.
• Review repair estimates for accuracy, support cost control efforts, and confirm that eligible warranty coverage is applied when available.
• Assist with negotiating service pricing and repair scope in alignment with manager guidance and business standards.
• Track outstanding vendor invoices, follow up as needed, and close work orders once documentation and billing are complete.• High school diploma required.
• At least 1 year of experience in an administrative, customer support, or service-focused role.
• Background handling inbound calls and coordinating requests in a high-volume environment preferred.
• Experience with scheduling, administrative assistance, and customer support processes.
• Working knowledge of Microsoft Office and multi-line phone systems.
• Exposure to call center operations is preferred.
• Experience in a commercial transportation, dealership, or maintenance service setting is helpful but not required.