Fleet Client Services and Billing Specialist II

Fleet Services by Cox Automotive; Addison (IL); On-site; USD 42,000 - 54,000; Full time

Job summary

Cox Fleet is seeking a Fleet Services Coordinator II to support billing and maintenance coordination nationwide from our Addison area operations. You will manage the lifecycle of maintenance transactions and document customer interactions.

The role emphasizes scheduling, approvals, and proactive maintenance to ensure steady technician work and strong customer relations. Ideal candidates bring strong Excel/data-entry skills, excellent communication, and the ability to work in a fast-paced,

Qualifications

• HS Diploma/GED plus related field experience or certifications.
• Strong verbal and written communication across levels.
• Proven cross-functional collaboration and relationship building.
• Organizational skills with ability to juggle tasks and timelines.
• Advanced Excel and data entry; learn new platforms quickly.
• Knowledge of trucking or fleet maintenance is helpful.

Responsibilities

• Assist with the billing process across markets and ensure documentation.
• Schedule technicians and coordinate field operations for accounts.
• Maintain accurate records of customer contacts in Cox Fleet systems.
• Provide excellent customer service for internal and external calls.
• Obtain customer approvals for repairs and services.
• Encourage preventative maintenance to drive repeat business.
• Collaborate with Field Operations to assign the right technicians.

Skills

Communication

Excel

Data entry

Dispatch scheduling

Customer service

Team collaboration

Education

High School Diploma/GED

Tools

FSCA IT Systems

Web Wrench

MobileFrame

RO Writer

Job description

Headquartered in Indianapolis, Cox Fleet has grown to become one of the largest fleet maintenance companies in the country.

Cox Fleet is the leading provider of on-site mobile maintenance and repair services nationwide, offering mobile on-site fleet service for light medium, and heavy-duty trucks and trailers. Cox Fleet also services customers utilizing its 20+ nationwide service centers; each offering select services, such as accident repair, paint, refurbishment, and heavy mechanical repair. Supported by a 24/7 in-house call center, Cox Fleet provides maintenance scheduled and unscheduled services to fleets anywhere, anytime.

Cox Fleet is currently hiring aFleet Services Coordinator II to support the growth of the company.

Duties & Responsibilities:

Assist with the billing process in all markets in area.

• Managing the follow up maintenance transactions lifecycle from origination until the customer unit is in control/custody of the repair technician
• Timely and accurate documentation and notation in all Cox Fleet systems regarding each customer contact
• Providing excellent customer service for all internal and external customer calls
• Be professional and establish positive customer rapport
• Obtain customers approval for all repairs and services to be performed
• Proactively contact customers to schedule preventative maintenance at regular intervals, driving repeat business
• Partner and communicate consistently with Field Operations to schedule the right technicians to accounts, resulting in a positive customer experience
• Encourage customers to schedule repairs and maintenance in advance, creating a consistent pipeline of work for each supported technician
• Continuously develop and improve company capabilities in Dispatching and Service Scheduling
• Additional duties and special projects as assigned

Requirements:

• High School Diploma/GED and 3 years’ experience in a related field. The right candidate could also have a different combination, such as any level degree/certification beyond a HS diploma/GED in a related discipline and up to 1 year of experience; or 5 years’ experience in a related field
• Excellent verbal and written communication skills; Ability to effectively communicate at all levels of the organization.
• Proven track record to collaborate cross-functionally, build positive relationships and become a trusted partner to relevant cross functional partners.
• Excellent organizational skills and the ability to balance a variety of tasks.
• Strong Excel and data entry skills, and the ability to learn new platforms (such as FSCA IT Systems, including Web Wrench, MobileFrame, RO Writer)
• Common knowledge of the trucking industry; experience with fleet maintenance or other transportation experience in automotive/trucking would be very helpful.
• Ability to work independently and collaboratively within a team environment.
• Excellent problem-solving skills
• Highly organized with exceptional follow-through abilities