Fleet Maintenance Scheduler & Operations Liaison

Automatic Data Processing, Inc.; Manassas (VA); On-site; USD 39,000 - 47,000; Full time

Job summary

Automatic Data Processing, Inc. in Manassas, VA is seeking a Fleet Maintenance Coordinator to support a fleet of heavy- and light-duty vehicles. The role focuses on coordinating preventive maintenance, work orders, parts, and vendor activity to keep equipment safe and available.

The position emphasizes communication among maintenance, operations, drivers, and vendors, ensuring accurate documentation and timely return-to-service.

Qualifications

• High school diploma or equivalent required; associate degree or technical training in fleet maintenance, business, logistics, transportation, or a related field preferred.
• Two or more years of experience in fleet maintenance administration, maintenance coordination, service writing, parts, dispatch, transportation, automotive, heavy equipment, or a related environment preferred.
• Working knowledge of preventive maintenance scheduling, repair documentation, work orders, and commercial vehicle maintenance practices preferred.
• Experience using fleet maintenance software, computerized maintenance management systems, telematics platforms, or similar systems preferred.
• Proficiency with Microsoft Office, particularly Outlook, Excel, and Word.

Responsibilities

• Coordinate preventive maintenance, inspections, and recurring service based on mileage, engine hours, time intervals, manufacturer guidance, and company standards.
• Monitor upcoming and overdue maintenance and communicate scheduling needs to the Fleet Maintenance Manager and operations.
• Create, update, and close work orders with accurate labor, parts, vendor services, and equipment status.
• Receive and track repair requests and DVIR deficiencies; follow up until repairs and documentation are complete.
• Maintain an accurate equipment status list and communicate return-to-service status to stakeholders.
• Coordinate outside repairs, towing, tire service, mobile service, and vendor support; track through completion.
• Assist with obtaining parts, supplies, pricing, and approvals; support parts-room organization and inventory accuracy.
• Review vendor estimates and invoices; flag discrepancies and route documents for approval and payment.
• Maintain vendor contact info, service history, warranty info, and related documentation.
• Escalate recurring concerns to the Fleet Maintenance Manager.

Skills

Organizational skills

Communication

Multitasking

Problem solving

Attention to detail

Team-oriented

Education

High school diploma or equivalent

Associate degree or technical training

Tools

Fleet maintenance software

Job description

Automatic Data Processing, Inc. in Manassas, VA is seeking a Fleet Maintenance Coordinator to support a fleet of heavy- and light-duty vehicles. The role focuses on coordinating preventive maintenance, work orders, parts, and vendor activity to keep equipment safe and available.

The position emphasizes communication among maintenance, operations, drivers, and vendors, ensuring accurate documentation and timely return-to-service.