Fleet Assurance & Service Coordination Specialist

Jobtailor; Pooler (GA); On-site; USD 50,000 - 70,000; Full time

Job summary

Jobtailor in Pooler, GA is seeking a Fleet Assurance Administrative Coordinator to serve as a primary contact for fleet maintenance inquiries, process maintenance requests, and maintain accurate customer records. You will coordinate between customers, service providers, and internal teams, support onboarding, and help ensure timely handling of maintenance activities.

The role requires 2–4 years of related experience, strong organizational skills, and proficiency in Microsoft Office and

Qualifications

• 2-4 years of experience in fleet maintenance administration, service coordination, transportation operations, customer service, administrative support, or a related field.
• Experience working with Microsoft Office Suite and Smartsheet.
• Strong organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Experience working with commercial fleets, maintenance operations, or transportation organizations preferred.
• Knowledge of preventive maintenance programs and repair processes preferred.
• Experience in reviewing invoices, maintaining records, or supporting operational reporting preferred.

Responsibilities

• Serve as a primary point of contact for customer inquiries related to Fleet Assurance services.
• Assist customers with maintenance requests, service updates, and program-related questions.
• Maintain accurate customer records, service documentation, and account information.
• Support customer onboarding activities and ensure required information is collected and documented.
• Escalate customer concerns or service issues to management as appropriate.
• Coordinate maintenance and repair activities between customers, service providers, and internal teams.
• Monitor service progress and communicate status updates to customers.
• Assist with scheduling and tracking preventive maintenance activities.
• Help ensure maintenance requests are processed accurately and in a timely manner.
• Follow established Fleet Assurance procedures and workflows.
• Maintain service provider information, records, and documentation.
• Coordinate communication between service providers and customers as needed.
• Support collection of required documentation related to service events and compliance requirements.
• Escalate provider performance concerns to management for review.
• Prepare and distribute operational reports and service activity summaries.
• Maintain spreadsheets, dashboards, and tracking tools used by the Fleet Assurance team.
• Assist with invoice review, documentation verification, and data entry activities.
• Ensure maintenance records and supporting documentation are complete and accurate.
• Support audits, reporting requests, and administrative projects.
• Work closely with TopTech operations, customer service, and account management teams.
• Support implementation of process updates and workflow changes.
• Participate in team meetings and contribute to continuous service improvement discussions.
• Demonstrate a commitment to customer service, professionalism, and teamwork.

Skills

Fleet Maintenance Administration

Service Coordination

Microsoft Office Suite

Preventive Maintenance Programs

Customer Service

Tools

Smartsheet

Spreadsheets

Dashboards

Tracking Tools

Job description

Jobtailor in Pooler, GA is seeking a Fleet Assurance Administrative Coordinator to serve as a primary contact for fleet maintenance inquiries, process maintenance requests, and maintain accurate customer records. You will coordinate between customers, service providers, and internal teams, support onboarding, and help ensure timely handling of maintenance activities.

The role requires 2–4 years of related experience, strong organizational skills, and proficiency in Microsoft Office and