Fleet Service Coordinator

Under the direction of the Butler Medical Transport Fleet Leadership Team, in collaboration with the All-American Ambulance Fleet Leadership Team, the Fleet Service Coordinator supports daily fleet operations by coordinating vehicle maintenance and repair activities to maximize fleet availability and operational efficiency.

Key responsibilities include coordinating repair locations, prioritizing vehicle maintenance schedules, returning vehicles to their assigned bases, managing the exchange and movement of spare vehicles throughout the fleet, procuring parts to ensure timely repairs while achieving the best value for the company, and serving as the primary liaison with outside repair vendors. The Fleet Service Coordinator also provides timely communication to operational teams regarding vehicle status, repair progress, service schedules, and fleet availability.

In addition, the Fleet Service Coordinator is responsible for ensuring the accurate and timely entry of work orders, parts invoices, labor usage, and all associated maintenance documentation to support compliance, accurate recordkeeping, and the prompt return of vehicles to service.

The ideal candidate will have experience in fleet management, transportation operations, vehicle maintenance coordination, or a related field. Successful candidates are highly organized, detail-oriented, and possess strong communication, problem-solving, and vendor management skills. They must be able to prioritize multiple tasks in a fast-paced environment while maintaining a high level of customer service and operational awareness.

Our benefits package includes:

• Medical, Dental, & Vision Care
• 401(k) with Employer Match
• Life Insurance, Disability, Long and Short-Term AD&D for employee, spouse, and dependents
• Paid Time Off
• Holiday Pay
• Uniform Allowance

Role and Responsibilities

• Coordinate daily fleet service activities and maintenance needs
• Prioritizing vehicle maintenance schedules
• Order vehicle parts and supplies while maintaining accurate records
• Communicate with vendors, repair facilities, and suppliers to obtain updates and resolve issues
• Track parts availability, repair timelines, and service completion dates
• Coordinating repair locations
• Provide regular updates to Operations regarding vehicle status, delays, and expected completion timelines
• Assist with scheduling preventative maintenance and repairs
• Maintain fleet service documentation, invoices, purchase orders, and records
• Monitor open service requests and ensure timely follow-up
• Partner with Fleet, Operations, and leadership teams to minimize vehicle downtime
• Support continuous improvement of fleet processes and vendor relationships
• Returning vehicles to their assigned bases
• Managing the exchange and movement of spare vehicles throughout the fleet, procuring parts to ensure timely repairs while achieving the best value for the company, and serving as the primary liaison with outside repair vendors
• Timely communication to operational teams regarding vehicle status, repair progress, service schedules, and fleet availability
• Other duties as assigned.

Qualifications and Education Requirements

• 1 years of experience in fleet, transportation, automotive service, logistics, or related operations
• Experience coordinating vehicle repairs, maintenance, or parts procurement preferred
• Strong organizational skills with the ability to manage multiple priorities
• Excellent communication and follow-up skills
• Ability to work independently while collaborating with multiple departments
• Graduation from high school or equivalent.
• Valid driver's license.
• Ability to drive company vehicles with clean driving record.
• Successful completion of a state sponsored EVOC course or ability to complete company provided course in 30 days.
• Ability to pass pre-employment background check and drug screen.
• Ability to work independently with little direct supervision.
• Demonstrate a strong commitment to workplace safety by identifying hazards, reporting risks, and supporting continuous safety improvements.
• Adhere to all company safety policies, procedures, and regulatory requirements while actively promoting a safe and compliant work environment.
• Collaborate with team members to uphold safety standards and foster a culture of safety across all operations.
• Must be at least 19 years old or older at time of hire for insurance purposes
• Ability to lift 50 lbs. Independently
• Ability to speak, read, and write English.
• Other duties as assigned.

Preferred Skills

• Excellent customer service skills.
• General computer skills.
• Problem solving.
• Fleet maintenance coordination
• Ambulance, EMS, commercial vehicle, or transportation fleet experience
• Vendor relationship management
• Parts ordering and inventory tracking

We'd love to have you join the Butler Medical Transport Team!

#HP