Fleet Parts & Service Coordinator

Job Description

Job Description

Description:

The Fleet Parts & Service Coordinator plays a critical role in supporting shop operations by managing parts inventory, coordinating repair documentation, and serving as a liaison between drivers, mechanics, and administrative personnel. This position ensures efficient workflow by maintaining accurate records, assisting with work order management, and providing service writer support for maintenance activities. The ideal candidate will possess strong organizational skills, working knowledge of trucking and mechanical operations, and the ability to communicate effectively in a fast-paced shop environment.

Key Responsibilities

Parts Management

• - Order, receive, and verify parts and supplies needed for vehicle and equipment repairs.
• - Maintain accurate and up-to-date inventory records of all parts and materials.
• - Issue parts to mechanics while ensuring proper documentation for tracking, costing, and accountability.
• - Monitor stock levels and proactively reorder critical parts to minimize downtime.
• - Keep the parts room organized, clean, and compliant with safety and operational standards.

Service Writer Responsibilities

• - Serve as the first point of contact for drivers and internal staff regarding maintenance needs.
• - Open, document, and prioritize repair orders based on driver reports, DVIRs, and shop needs.
• - Clearly communicate repair concerns between drivers and mechanics to ensure accurate diagnosis.
• - Provide basic troubleshooting intake by gathering detailed information on equipment issues.
• - Track progress of repairs and provide updates to management and operations as needed.
• - Ensure all labor, parts, and notes are properly documented on work orders for accurate billing and records.
• - Assist with scheduling equipment for preventative maintenance and repairs.

Roadside & Shop Support Responsibilities

• - Answer and manage the shop phone as needed, particularly during times when shop leadership is unavailable.
• - Assist drivers who experience breakdowns on the road by gathering detailed information and coordinating next steps.
• - Help facilitate roadside repairs by contacting vendors, locating nearby repair shops, or coordinating internal support.
• - Communicate effectively with drivers, dispatch, and shop personnel to ensure timely resolution of breakdown situations.
• - Maintain accurate documentation of roadside events, including repairs, costs, and vendor interactions.
• - Demonstrate urgency and sound judgment when prioritizing breakdown situations to minimize downtime and ensure driver safety.

Clerical and Administrative Support

• - Open and close maintenance work orders accurately within the system.
• - Process and invoice Owner Operator (OO) work orders in a timely and accurate manner.
• - Receive, verify, and enter vendor invoices into the system for approval and payment.
• - Maintain organized records of repairs, parts usage, and maintenance history.
• - Support the Shop Manager with reporting, documentation, and administrative tasks as needed.

Requirements

• Trucking & Mechanical Knowledge Expectations
• - Basic understanding of heavy-duty trucks, trailers, and common mechanical components (engines, brakes, suspension, tires, electrical systems).
• - Familiarity with preventative maintenance programs and service intervals for Class A equipment.
• - Ability to read and interpret driver vehicle inspection reports (DVIRs).
• - General knowledge of DOT/FMCSA maintenance requirements and compliance standards.
• - Understanding of common shop terminology, repair processes, and parts identification.
• - Ability to recognize urgency of safety-related repairs versus routine maintenance.

Qualifications and Requirements

• - High school diploma or equivalent required; additional clerical, mechanical, or accounting coursework preferred.
• - Previous experience in trucking, fleet maintenance, service writing, or parts/inventory control strongly preferred.
• - Strong organizational skills with excellent attention to detail and accuracy.
• - Ability to multitask and manage priorities in a fast-paced shop environment.
• - Proficiency in data entry, recordkeeping, and maintenance/shop software systems.
• - Strong communication skills with the ability to interact professionally with drivers, mechanics, vendors, and management.
• - Self-starter with the ability to work independently and take initiative.
• - Ability to remain calm and effective when handling urgent roadside or breakdown situations.
• - Commitment to maintaining a clean, safe, and efficient work environment.