Fleet Maintenance Assistant- Part Time

Forward Air Corporation; Greeneville (TN); On-site; USD 21,000 - 28,000; Part time

Job summary

Forward Air Corporation in Greeneville, TN is seeking a Part-Time Fleet Maintenance Assistant to support the maintenance team with admin tasks, record-keeping, and invoice processing. You will work on-site, track repairs, reconcile invoices, and coordinate with vendors to ensure timely processing of maintenance transactions.

The role requires a high school diploma or GED, strong organizational skills, attention to detail, and effective communication.

Qualifications

• High school diploma or GED required.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Effective communication skills, both verbal and written.
• Experience with maintenance systems or reporting tools is preferred (AS400 familiarity beneficial).

Responsibilities

• Reconcile monthly vendor statements to ensure invoices are received and paid.
• Review and clean accrued maintenance purchase orders.
• Assist with processing, auditing, and tracking of maintenance invoices.
• Research and resolve invoice discrepancies with vendors and internal teams.
• Support relationships with maintenance vendors and service providers.
• Respond to fleet maintenance inquiries from internal customers promptly.
• Maintain accurate maintenance records and supporting files.
• Enter and verify data in fleet management systems.
• Monitor outstanding maintenance transactions and aid issue resolution.
• Assist with organized records to support audits.
• All other duties as assigned.

Skills

Multi-tasking

Organizational skills

Attention to detail

Verbal & written communication

Problem solving

Vendor coordination

Education

High school diploma or GED

Tools

AS400

Job description

Compensation: $15.00/hour

Schedule: Monday-Friday; 8:00AM-5:00PM (Part-Time)

Job Description

Position: Fleet Maintenance Assistant

The Fleet Maintenance Assistant provides administrative and operational support to the fleet maintenance team by helping ensure vehicle maintenance records, invoices, vendor communications, and reporting activities are completed accurately and on time. They are a key contact for maintenance-related processes, helping track repairs, reconcile invoices, maintain documentation, and respond to internal customer inquiries. They work closely with maintenance vendors, internal teams, and fleet personnel to ensure efficient processing of maintenance transactions and resolution of invoice discrepancies.

Responsibilities

• Reconcile monthly vendor statements to ensure invoices have been received, processed, and closed for payment.
• Review and clean accrued maintenance purchase orders that are no longer needed within company systems.
• Assist with the processing, auditing, and tracking of maintenance-related invoices.
• Research and resolve invoice discrepancies by coordinating with vendors and internal stakeholders.
• Support the development and maintenance of positive working relationships with maintenance vendors and service providers.
• Respond to fleet maintenance inquiries from internal customers in a timely and professional manner.
• Maintain accurate maintenance records, documentation, and supporting files.
• Enter, update, and verify data within fleet management and other company systems.
• Monitor outstanding maintenance transactions and assist with issue resolution.
• Assist with maintaining organized records to support operational and audit requirements.
• All other duties as assigned to meet evolving business needs.

Qualifications

• Education: High school diploma or GED equivalent required.
• Strong work ethic with exceptional organizational skills and attention to detail.
• Demonstrated ability to manage multiple priorities in a fast-paced environment.
• Ability to analyze information, identify discrepancies, and support problem resolution.
• Knowledge of reporting tools, business systems, or maintenance management systems preferred. Prior experience with AS400 preferred.
• Effective verbal and written communication skills; Ability to build positive working relationships with employees, vendors, and business partners at all levels.
• Demonstrated discretion and confidentiality in handling and protecting sensitive information.
• Technical: Proficient with common office technologies, including Windows PCs, Microsoft O365 (Outlook, Word, Excel, PowerPoint, etc.) and web conferencing (Teams, Zoom, Webex, etc.)
• Environment: Comfort commuting to/from and working in a 100% on-site setting (listed in this posting), with travel for related meetings/events.