Vended Repair Operations Coordinator

Position Summary: Vended Repair Coordinator The Vended Repair Coordinator (VRC) is responsible for managing the end-to-end process of outsourced vehicle repairs, ensuring timely, cost-effective, and policy-compliant maintenance across assigned fleets. This role serves as the primary liaison between customers, repair vendors, field operations, and internal stakeholders to facilitate repairs, secure appropriate approvals, issue purchase orders, monitor repair progress, and ensure accurate billing. The Vended Repair Coordinator plays a critical role in minimizing vehicle downtime, maintaining service level expectations, controlling repair costs, and delivering exceptional customer support. Shifts Available: M-F 6am-3pm M-F 2pm-11pm Located in ballantyne, NC. Hybrid Schedule: Monday and Friday remote, Tuesday, Wednesday and Thursday are in office. Compensation: $24.00-31.00 per hour, depending on experience! Key Responsibilities Repair Management Coordinate and oversee outsourced maintenance and repair activities from initial request through invoice payment. Create, review, and manage Vehicle Repair Orders (VROs) in accordance with company and customer requirements. Communicate repair needs, obtain estimates, and negotiate repair recommendations with vendors. Validate labor hours, parts pricing, and repair recommendations to ensure necessary and cost-effective repairs. Monitor repair progress and proactively follow up to minimize vehicle downtime. Maintain accurate estimated completion dates (ECDs) and update stakeholders regarding repair status. Vendor Management Develop and maintain professional relationships with repair facilities, dealerships, towing providers, and specialty vendors. Ensure vendors understand customer requirements, billing procedures, and authorization processes. Resolve repair delays, estimate discrepancies, invoice issues, and communication gaps. Evaluate vendor performance related to quality, responsiveness, and repair cycle times. Financial Controls & Compliance Obtain required customer approvals before authorizing repairs. Issue purchase orders in accordance with company policies and client-specific requirements. Ensure all repairs are properly authorized before work begins. Review invoices for accuracy and alignment with approved estimates. Prevent unauthorized spending and assist with invoice dispute resolution. Maintain compliance with customer agreements, internal controls, and procurement procedures. Customer Support Serve as the primary point of contact for customers regarding outsourced repairs. Provide timely status updates and professional communication throughout the repair process. Address escalations, service concerns, and special customer requests. Partner with internal operations teams to ensure customer expectations are met. Data Management & Reporting Maintain accurate repair documentation and system records. Track key performance indicators including cycle time, open repair orders, aging repairs, and repair spend. Identify trends affecting repair efficiency, vendor performance, and customer satisfaction. Assist leadership with reporting and operational reviews. Qualifications Required High school diploma or equivalent. Minimum 2 years of experience in fleet maintenance, automotive repair coordination, service advising, customer service, or related field. Strong understanding of automotive maintenance and repair terminology. Experience working with vendors, customers, and multiple stakeholders. Proficiency with Microsoft Office applications, including Excel, Outlook, and Teams. Strong organizational and time-management skills. Excellent written and verbal communication skills. Preferred Fleet management experience. Knowledge of maintenance management systems and repair order platforms. ASE certifications or equivalent automotive experience. Experience in a fast-paced service, transportation, or fleet environment. Critical Competencies Customer Focus Accountability Attention to Detail Vendo…

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