Job Description
The Fleet Services Coordinator manages administrative and operational processes for fleet equipment, including sales, onboarding, invoicing, and payment reconciliation. This role ensures accurate equipment records, status updates, and compliance with fuel and maintenance standards. Responsibilities include coordinating vendor invoices and purchase orders, supporting field personnel with maintenance systems, overseeing inventory audits for parts, tires, and fuel, and assisting with emergency repair events. The position also handles reporting, reconciliations, and communication across departments to maintain efficiency and accuracy in fleet operations.
The Fleet Services Coordinator manages administrative and operational processes for fleet equipment, including sales, onboarding, invoicing, and payment reconciliation. This role ensures accurate equipment records, status updates, and compliance with fuel and maintenance standards. Responsibilities include coordinating vendor invoices and purchase orders, supporting field personnel with maintenance systems, overseeing inventory audits for parts, tires, and fuel, and assisting with emergency repair events. The position also handles reporting, reconciliations, and communication across departments to maintain efficiency and accuracy in fleet operations.
Responsibilities
- Manage sale of used equipment, including invoicing, payment reconciliation, and customer communication.
- Maintain equipment records, master list, and update ABF used equipment website.
- Distribute requests for quotes and assist with maintenance of new equipment specifications.
- Onboard new equipment purchases and process payments; coordinate status changes with Tax Department.
- Maintain records for change in equipment from road to city, as well as maintain domicile updates for all ABF asset equipment.
- Data collection and research as directed for various equipment and maintenance cost reports and projects.
- Record monthly meter readings for forklifts.
- Work exceptions for equipment with incorrect mileage/hours and/or fuel usage.
- Assist with retail fuel purchase compliance.
- Review and approve invoices for fuel, lubricants, parts, tires, and related expenses, ensuring accurate VMRS repair coding.
- Create, manage, and maintain purchase orders (POs) for parts, tires, and labor.
- Assist field personnel with all functions of Maintenance Management System including invoice processing, imaging, and PO creation.
- Management of EOL Repair and emergency roadside events.
- Validate and reconcile tire and parts inventories; compile, generate, and collect reports on usage and inventory of parts, tires, and fuel.
- Work exception reports for fuel card, oil, DEF, and other petroleum related purchases.
- Maintain bulk fuel inventory reconciliation.
- Handle administrative tasks including travel arrangements, utilities billing, document scanning, and communication with field personnel.
- Assist in management of fuel additive usage during winter months.
- Reconcile and correct various accounting reports for equipment and service center accuracy.
- Assist the field with network and hardware issues involving fuel tank gauges and dispensers.
- Other duties and projects, as assigned.
Requirements
Education:
- Associate's Degree, preferred
- Relevant experience considered in lieu of education.
- clerical experience, preferred
- Proficient in Microsoft Office Suite and Service Now software, required
- Knowledge of equipment and maintenance in trucking operations.
- Basic knowledge of maintenance standard operating procedures in trucking operations.
- Accuracy and Attention to Detail
- Document Management
- Effective Communications
- Managing Multiple Priorities
- Operational Functions
- Problem Solving
- Producing Results
- Service Excellence
Other Details
Work Hours:
- Generally, 8:00 am - 5:00 pm with occasional irregular hours depending on workload.
- This is a hourly position paid weekly.
About Us
ABF Freight®, an ArcBest® company, is one of the nation's largest, most trusted less-than-truckload carriers. With over a century of experience, 240 service centers spanning North America, and an unwavering commitment to quality, safety and customer service, ABF offers best-in-class LTL transportation for companies of all sizes and industries. We're driven for excellence.
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