Fleet Readiness and Maintenance Coordinator

Position Overview William Herrick LLC is seeking a dependable and detail-oriented Fleet Readiness and Maintenance Coordinator to help keep our transportation fleet safe, reliable, and available for daily operations. This position is responsible for preventive-maintenance scheduling, repair coordination, vendor communication, vehicle-status tracking, invoice review, and accurate condition reporting. The coordinator will work closely with operations to plan service around transportation needs, minimize vehicle downtime, and verify that vans are ready before returning them to service. This is primarily a fleet coordination and oversight position. The selected candidate does not need to personally perform every repair but must understand vehicle systems well enough to communicate with repair facilities, review recommended work, evaluate estimates, inspect completed repairs, and recognize safety or readiness concerns. This is initially a part-time position with the potential to grow as the fleet and company expand. What You’ll Do Preventive Maintenance and Fleet Records Maintain the preventive-maintenance calendar for all company vehicles. Track vehicle mileage, maintenance intervals, inspection dates, and upcoming service requirements. Maintain an accurate vehicle-status board showing which vans are available, scheduled for service, restricted, or out of service. Review mileage and maintenance records regularly to identify approaching service needs. Schedule routine maintenance early enough to avoid unnecessary service interruptions. Maintain complete service histories, repair orders, estimates, invoices, warranty records, and inspection documentation for each vehicle. Track recurring repairs, repeat failures, warranty work, recalls, downtime, and upcoming major maintenance. Maintain accurate maintenance-cost records by vehicle. Identify missing or incomplete maintenance documentation and follow up until it is received. Repair and Service Coordination Schedule preventive maintenance, inspections, diagnostics, and repairs with approved vendors. Obtain and compare estimates when appropriate. Clearly communicate reported symptoms, service requests, operating restrictions, and authorized work to repair facilities. Coordinate vehicle drop-off, pickup, towing, or other movement between the company and service vendors. Monitor repair progress and obtain updated completion estimates. Follow up when repairs are delayed or when vendor communication is incomplete. Review repair recommendations and escalate nonroutine or major work for approval. Confirm that vendors do not perform work beyond the approved scope without authorization. Review invoices against estimates, approved work, parts, labor, and warranty coverage. Identify unexpected charges, incomplete work, billing discrepancies, or repairs that should be covered by warranty. Coordinate follow-up service when a repair does not correct the original issue. Document vendor conversations, approvals, status updates, and completion information. Vendor Management Coordinate approved dealerships, repair shops, tire providers, towing companies, refrigeration-service providers, and other fleet vendors. Maintain current vendor contacts, service capabilities, hours, pricing information, and warranty procedures. Build professional working relationships with vendors while holding them accountable for communication, timelines, workmanship, and billing accuracy. Monitor vendor performance, including repair quality, turnaround time, communication, and repeat-service concerns. Escalate ongoing vendor-performance problems and recommend alternatives when necessary. Help identify additional qualified vendors when the company needs improved coverage, specialized service, or faster turnaround. Confirm that vendor files and required documentation remain current. Vehicle Readiness and Inspections Review driver and operations reports concerning warning lights, damage, unusual noises, tire concerns, refrig…

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