Maintenance & Service Coordinator

ABC Companies is a leading provider of transportation solutions, offering vehicles for 8-81 passengers, along with parts, service, and financing to support fleet operators across North America. Family-owned and operated since 1972, ABC is driven by its mission to advance the transportation industry through innovative, collaborative solutions that redefine the standard. Guided by its core values of Integrity, Trust, Collaboration, and Innovation, ABC is committed to delivering customer-focused, high-quality solutions that enhance safety, performance, and reliability. For more information, contact 800-222-2871 or visit abc-companies.com.

Title: Maintenance & Service Coordinator

Reports To: Operations Manager

Pay Rate: 70,000-85,000

This information represents our good faith estimate of the base salary range for this position upon hire, based on available data. Minimums and maximums may vary based on geographic location. Individual pay is determined by additional factors including job related skills, experience, applicable education or training and other relevant factors.

Position Overview: The Maintenance & Service Coordinator serves as a central point of coordination for service operations, combining service writing, administrative support, compliance oversight, and operational support. This role is responsible for managing work orders, supporting shop workflow, ensuring regulatory compliance, and assisting drivers and technicians with service-related needs. This role will include cross functional training with the Foreman, Admin and Operations Manager.

This position requires a highly organized, computer-savvy professional who can operate across multiple functions, including service administration, compliance (OSHA, hazardous waste and DOT), and after-hours support. The role will also participate in an on-call rotation to support drivers and coordinate service needs outside of standard business hours.

Key Responsibilities:

Service & Work Order Management

• Open, manage, and close work orders in systems such as JDE and DSI
• Ensure accurate documentation of labor, parts, and sublet services
• Monitor work-in-progress and ensure timely closure of completed work orders
• Coordinate with technicians, foremen, and operations to track job status and priorities
• Validate vehicle mileage and support preventive maintenance (PM) scheduling

Customer & Driver Support

• Serve as a primary point of contact for service-related inquiries
• Provide updates to drivers and internal stakeholders on service status
• Assist with troubleshooting support over the phone for drivers when needed
• Support after-hours service needs through participation in an on-call rotation
• Coordinate towing and emergency service needs as required

Compliance & Safety

• Support OSHA, DOT and hazardous waste compliance and safety program initiatives
• Monitor and manage DVIR (Driver Vehicle Inspection Report) defect tracking through Samsara
• Ensure timely resolution of driver-reported defects by coordinating with shop leadership
• Assist with hazardous waste program tracking and reporting, including identifying potential risks (spills, cleanliness, etc.)
• Maintain compliance documentation and support audit readiness

Operations & Administrative Support

• Crosstrain and support administrative, foreman, and operation manager functions
• Manage sublet purchase orders (POs) and vendor coordination
• Maintain inventory of PPE and safety supplies, including ordering and tracking
• Generate reports and provide data insights to support operational decisions
• Ensure accuracy of shop records, service documentation, and reporting
• Direct communication with our client and operational partners that support the customer.
• Track and provide updates regarding vehicles that are out of service and help maintain the monthly maintenance schedule.

Qualifications:

• 2-5 years of experience in a service writer/coordinator, operations or safety coordinator role (automotive, fleet, or transportation preferred)
• Strong working knowledge of service operations and work order management systems (JDE/Oracle, DSI, or similar asset management system highly preferred)
• Understanding of vehicle systems; mechanical knowledge preferred
• CDL or prior experience operating buses/large vehicles is a plus
• Ability to work in on-call rotation and support after-hours operations
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment
• Proficiency in Microsoft Office (Excel, Word, Outlook) and other business systems

Skills:

• Strong customer service and communication skills
• Ability to troubleshoot and problem-solve in real time
• High attention to detail and accuracy
• Ability to multitask and prioritize effectively
• Strong collaboration skills across operations, technicians, and leadership
• Adaptability and willingness to take on cross-functional responsibilities

Physical Demands:

• Ability to sit and work at a computer for extended periods
• Occasional walking through shop and yard environments
• Ability to lift up to 25 lbs as needed
• Ability to work in a fast-paced service environment with exposure to shop conditions

ABC Companies is an equal opportunity employer. All employment decisions are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, sex, age, national origin, disability, veteran status, genetic information, and other legally protected categories.

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