Fleet Account Operations Coordinator

Position Overview Pete’s Professional Truck & Auto Repair is seeking a Fleet Account Operations Coordinator to help manage fleet customer accounts and coordinate repair-related administrative activities. This role serves as a key point of contact between fleet customers, service advisors, technicians, vendors, and the billing team to help ensure repairs, service updates, documentation, and account requests are handled efficiently. The ideal candidate is organized, customer-focused, detail-oriented, and comfortable managing multiple service requests while maintaining accurate records and clear communication. Key Responsibilities Fleet Account Coordination Maintain fleet customer account information, service contacts, vehicle records, and account requirements. Serve as a point of contact for routine fleet customer inquiries and service-related updates. Track open repair requests, pending approvals, scheduled services, and outstanding customer questions. Communicate repair status, estimated completion updates, and next steps to fleet account contacts. Build professional working relationships with fleet customers to support reliable, consistent service. Repair & Service Operations Coordinate repair appointments, vehicle drop-offs, service updates, and estimated completion timelines. Work with service advisors and technicians to monitor repair progress and identify delays requiring follow-up. Track vehicle status from intake through repair completion and customer notification. Help coordinate parts availability, vendor updates, and service-related documentation. Escalate scheduling conflicts, delayed repairs, and unresolved service issues to the appropriate team member. Fleet Records & Documentation Maintain accurate vehicle service histories, work order records, repair documentation, and account notes. Verify that required customer approvals, purchase orders, fleet authorizations, and supporting documents are recorded. Update internal systems with repair progress, completion details, and customer communications. Ensure service records are organized and accessible to authorized team members. Assist with reviewing completed work orders for missing information before billing. Billing & Account Support Coordinate with the billing team on invoices, purchase orders, account references, and supporting repair documentation. Review invoices and work order details for administrative completeness and consistency. Track outstanding invoices, billing questions, credits, and account discrepancies for follow-up. Help resolve routine customer questions about invoice details and service documentation. Maintain records of account requests and coordinate unresolved issues with the appropriate staff. Customer Communication & Service Quality Provide timely updates to fleet customers regarding vehicle status, repair progress, and service scheduling. Follow up on completed repairs, pending approvals, and outstanding customer requests. Document customer concerns and coordinate their resolution with service management. Help ensure customers receive consistent, professional communication throughout the repair process. Identify recurring service coordination issues and suggest practical improvements. Reporting & Process Improvement Maintain trackers for open work orders, fleet vehicles in service, repair turnaround, and outstanding approvals. Prepare routine account activity and service status reports. Identify opportunities to improve documentation, scheduling, customer follow-up, and account workflows. Support consistent administrative procedures across fleet service operations. Qualifications Required High school diploma or equivalent. 1–2 years of experience in customer service, service coordination, fleet administration, automotive operations, repair shop administration, or a related field. Strong organizational skills and attention to detail. Clear written and verbal communication skills. Ability to manage multiple accounts, requests, and …

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