Fleet Operations Coordinator

Fleet Operations Coordinator Location: 1601 Pennsylvania Avenue, Linden, NJ Pay: $20–$27 per hour, based on experience Job Type: Full-time Schedule: Monday–Friday, 8:00 a.m.–5:00 p.m., and Saturday, 9:00 a.m.–1:00 p.m. Work Location: In person About the Position We service commercial fleets and are looking for an on-site Fleet Operations Coordinator to keep our office organized and daily operations running smoothly. You will work directly with our Director of Operations and communicate with technicians, fleet customers, and service platforms. Billing is the main responsibility, along with administrative support, customer follow-ups, and maintaining an organized workspace. You will be cross-trained to assist with rental reservations, paperwork, pickups, and returns as needed. We’re looking for someone who follows through, catches missing information, and keeps track of open tasks without needing constant reminders. Responsibilities Billing and Service Coordination Prepare and submit estimates and invoices using our service platforms and shop management software. Check that approved work, completed repairs, and invoice amounts match before billing. Verify vehicle details, labor, parts, and supporting documentation. Follow up on missing photos, technician notes, approvals, and incomplete paperwork. Keep the operations tracker current so the team can see each job’s status and next action. Close completed and approved tickets promptly, and flag anything preventing billing. Follow up on unpaid invoices and record payment updates. Provide the Director of Operations with a daily update on completed billing, outstanding items, and issues needing attention. Office Organization and Administrative Support Keep office files, paperwork, and shared work areas organized. Type, update, and maintain parts sheets, checklists, service records, and other documents using information provided by the team. Assist the Director of Operations with data entry, document preparation, scheduling, and follow-ups. Maintain clear records so information is easy to find and hand off. Monitor office supplies and communicate what needs to be replenished. Help coordinate daily office needs and bring unresolved issues to the appropriate person. Customer and Rental Support Answer calls and messages professionally, and provide clear updates to customers. Assist with rental reservations, agreements, pickup and return paperwork, and key handoffs. Record vehicle condition and rental details according to company procedures. Coordinate customer requests with the appropriate team member. Manage rental appointments alongside billing and office tasks, and communicate when additional coverage is needed. Qualifications At least one year of experience in billing, invoicing, accounts receivable, office administration, or a similar role. Comfortable using spreadsheets, email, and multiple online systems throughout the day. Able to check dollar amounts and vehicle information accurately. Professional communication skills by phone, email, and messaging. Able to prioritize tasks, follow up consistently, and work independently. Reliable attendance and availability to work on site during the listed weekday and Saturday hours. Preferred Experience Automotive repair, commercial fleet service, or rental operations. AutoLeap, AutoIntegrate, ServiceUp, or similar billing and service software. Reviewing repair estimates, maintaining office records, and following up on customer payments. Mechanical experience is not required. You should be willing to learn common repair terms and how our service, billing, and rental processes work. How to Apply Apply through Indeed with your resume and a brief description of your billing, office administration, or rental experience. Pay: $20.00 - $27.00 per hour Work Location: In person

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