Fleet Service Coordinator

Description

The Rasmussen Group Service Coordinator supports our private fleet maintenance operations. The Service Coordinator will serve as the central point of communication between fleet operations and the maintenance shop. This role is responsible for scheduling repairs and preventive maintenance, processing work orders, managing service documentation, and ensuring accurate and timely invoicing and reporting.

What You'll Do

• Professionally communicating in a polite, friendly manner.
• Communicate scheduled maintenance with fleet operations personnel to minimize downtime.
• Maintain and close internal and external work orders in the fleet management system to ensure accuracy and timely processing.
• Act as liaison between fleet drivers, dispatchers, and the shop team to ensure clear communication of equipment status and repair timelines.
• Monitor data integrity for work orders and service entries within Fleetio.
• Manage daily approval and processing of approximately 30 invoices across multiple companies, including CAP X, CIRM, CSI, Argee, Grimes Asphalt, and Rasmussen Group.
• Cook up external repair and parts invoice entry within Fleetio while maintaining accurate service and maintenance records.
• Schedule and track service entries for fleet units sent out for repair and maintenance.
• Manage Federal Annual Inspection documentation.
• Manage Standard Operating Procedures (SOPs), technician binders, and digital resource files.
• Report work order labor hours weekly for payroll processing.
• Produce weekly work order billing reports for internal labor allocation.
• Provide weekly billing and operational reports to company managers.
• Reconcile Fleetio asset records against accounting reports monthly.
• Print and maintain weekly employee timecards.
• Manage vehicle title transfers, tag renewals, and replacement plate processing.
• Distribute SOP acknowledgments to new hires and ensure compliance documentation is completed.
• Aid with daily maintenance shop operations and staff support needs.

Requirements

• Minimum high school diploma or general education degree (GED) required.
• 1+ years related experience required.
• 2+ years of experience in a service writer, service advisor, or administrative role in a transportation or maintenance environment.
• Knowledge of fleet operations and DOT maintenance requirements a strong plus.
• Experience with fleet maintenance software.
• Proficiency in maintenance and fleet management software.
• Understanding of work order processing and asset tracking.
• Possess basic accounting knowledge related to labor, parts, outside repairs and operational costs.
• Ability to effectively communicate verbally and in writing.
• Must be able to multitask and work effectively under time and scheduling conflicts.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Must consistently produce an efficient, accurate work product.

Why Rasmussen Group?

• Competitive pay and PTO from day one.
• Paid weekly on Friday!
• Health, dental, vision, and life insurance.
• Retail savings plan.
• Paid holiday’s and wellness programs.

Additional Requirements

• All offers are contingent upon successful completion of post-offer drug testing, company physicals, background check, and motor vehicle record verification.

Equal Employment Opportunity

The Rasmussen Group is an Equal Opportunity Employer. We welcome applicants of all backgrounds and experiences.