Fleet Service Coordinator

You’re the Person Who Keeps Things Moving When a part is delayed, a repair needs an update, a technician is waiting on information, or a customer needs an answer, you’re the person helping connect the dots. Master’s Transportation is looking for a Fleet Service Coordinator for our Kansas City headquarters. This role is a great fit for someone who thrives in a busy environment, enjoys working with different people throughout the day, and takes pride in following things through from start to finish. You don’t need to be a mechanic. You do need to be organized, comfortable with technology, persistent about follow-up, and willing to jump in and figure things out. Why Master’s Transportation? We’re a growing, privately owned company with more than 30 years in the commercial transportation industry, and we believe our people are a big part of what keeps us moving forward. At Master’s Transportation, you’ll find opportunities to contribute, learn, grow, and build your career as the company continues to grow. Benefits That Work for You Generous PTO + 12 paid holidays Medical, dental, and vision insurance options Company-paid life and disability insurance 401(k) with company match + immediate vesting FSA and HSA options Travel, entertainment, and other employee discounts Employee development and growth opportunities Classification: Non-Exempt/Hourly Reports To: Service Department Leadership Position Type: Full Time Work Schedule: Full-time; specific hours based on department needs Work Location: Headquarters, Kansas City, MO Job Summary The Fleet Service Coordinator provides administrative and operational support for a fleet service department specializing in buses and vans. This role serves as the central point of coordination among customers, technicians, the parts department, the warranty lead, vendors, and suppliers. The coordinator tracks open service work, supports parts and warranty workflows, and helps keep jobs moving by maintaining accurate information and timely follow-up in the service management system. This is an administrative coordination role and does not perform technician or mechanical duties. Essential Functions: Coordinate the flow of service work among customers, technicians, the parts department, the warranty lead, vendors, and suppliers. Maintain current job status, notes, documentation, and follow-up activities in the service management system. Track open repair orders and service jobs, identify delays or missing information, and follow up with the appropriate parties to keep work moving. Support warranty claim processing by gathering required information, maintaining documentation, monitoring claim status, and coordinating with the warranty lead. Research, order, and track parts using parts catalogs, vendor systems, and internal resources. Communicate with vendors and suppliers regarding availability, pricing, order status, back-orders, and delivery timelines. Coordinate technician scheduling and communicate changes, priorities, parts availability, and job readiness to the shop floor. Provide customers and internal stakeholders with timely, accurate updates on service status and anticipated next steps. Review records for completeness and accuracy and help resolve discrepancies involving parts, labor, warranty, or job status. Occasionally walk through the warehouse or parts area to locate or verify parts. Perform other administrative and coordination duties that support efficient service department operations. Competencies: • Service coordination and follow-through • Parts research, ordering, and inventory awareness • Vendor and supplier relationship management • Technology proficiency and accurate data entry • Organization and attention to detail • Prioritization in a fast-paced environment • Clear customer and internal communication • Problem-solving and sense of urgency • Teamwork and cross-functional collaboration Supervisory Responsibilities: None Work Environment: This role is primarily performed in an of…

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