Fleet Maintenance Specialist

Inspiration Mobility Group; Washington; Hybrid; USD 65,000 - 85,000; Full time

Job summary

Inspiration Mobility seeks an operations-focused professional to manage maintenance for fleets, approve high-value repairs, review invoices, and track costs. You will ensure adherence to guidelines, reconcile bills, and drive reporting on spend and downtime.

You will report to the Senior Director of Fleet Ops and collaborate with Fleet Services, Customer Success, and Fleet Operations to scale our maintenance program while maintaining strong customer communication and vendor accountability.

Qualifications

• 2+ years of experience in fleet services, automotive service management, warranty administration, claims or similar operations.
• Willing to raise discrepancies and follow through to resolution with vendors.
• Ability to read repair estimates/invoices and distinguish necessary work from upsell or warranty coverage.

Responsibilities

• Manage repair-related rental programs, verify rental status, approve/deny requests, and reimburse invoices.
• Review third-party repair orders and escalate workflow issues with vendors as needed.
• Audit completed repairs against authorizations and manufacturer guidelines, document findings.
• Reconcile invoices against approved estimates and resolve billing variances with shops.
• Communicate with customers on status, timelines, and costs in clear, non-technical language.
• Compile vendor performance data into scorecards and prepare materials for reviews.

Skills

Fleet services experience

Cost review & vendor accountability

Data analysis

Customer communication

Excel proficiency

Tools

Excel

Tableau

Sigma

Jira

Confluence

SharePoint

Job description

Your Mission:

Our customers count on us to manage maintenance for their fleets, and their uptime and maintenance costs ride on our program making the right call on every repair. You are the person who keeps that program running cleanly day to day:preparing the higher-dollar approvals that come to us for a decision, reviewing completed repairs to confirm our guidelines and warranty coverage were followed, reconciling invoices against what was authorized, tracking vendor performance, and owning the reporting that shows what the program is delivering. When something looks off, you are the one who catches it and raises it. Managed maintenance is a growing part of what we offer, so you will also help build out the operational detail as we expand what the program covers.

You will report to :SeniorDirector of Fleet Ops andwillworkclosely withFleet Services, Customer Success, and Fleet Operations.

Key Responsibilities:

• Managing repair-related rental programs—Collaborate with vendors and clients to verify rental status, approveor deny rental requests, validateand approve rental invoices, and troubleshoot vehicle availability issues
• Review and monitor the 3rd party workflow for repair orders — Manage escalations and exceptions (system enhancements, vehicle service history review, labor time analysis) while partnering with our third-party vendor to resolve workflow issues and labor / part pricing decisions
• Auditing completed repairs—Review a regular sample of finished work to confirm the repair matched what was authorized and followed manufacturer recommendations and program guidelines; document what you find, including the patterns worth acting on
• Reconciling invoices—Match invoiced amounts against approved estimates using vendor portals and our own systems, resolve billing variances and unapproved add-on charges with the shop or third-party partner, and confirmwe’rebilled only for authorized work
• Communicating with customers—Field questions from customers and Customer Success on repair status, timelines, and cost, explaining what was authorized and why in plain, confident language. Keep customers ahead of the process, flagging a delay or cost change as soon as you see it coming, rather than waiting for them to ask
• Holding vendors accountable—Compile turnaround time, cost adherence, and service-level data into vendor scorecards; surface repeat offenders and recurring service failures; and preparethe details neededfor vendor reviews and escalation conversations
• Owning records, spend tracking, and reporting—Keep accurate, accessible records of every approval, audit, and repair cost; track spend against budget; and produce the recurring reporting on maintenance spend, vehicle downtime, and cost-saving opportunities for our team and our customers
• Helping build as we expand—As we add new maintenance services, help stand up the operational detail behind them: drafting process documentation, supporting vendor onboarding, testing new workflows, and flagging where something will not hold up before it goes live

Who You Are:

• You have2+ years of experiencein fleet services, automotive service management, warranty administration, claims, vendor management, or another operations role involving cost review and third-party accountability
• You are willing to raise a discrepancy and stay on it untilit’sresolved, including when a vendor pushes back
• You are comfortablereading a repair estimate or invoice and telling the difference between necessary work, upsell, and something a warranty or service contract should have covered—or confident you can learn to
• You are confidentwith data and systems:fluent in Excel (lookups, formulas, analysis) and confident navigating databases or operational tools
• You are improvement-minded and comfortable in a growing service line where some process is still being defined; you bring ideas forward and help implement them rather than waiting for perfect instructions
• You area strong, credible communicator in front of customers:able to explain a repair decision, a timeline, or an unexpected cost to someone non-technical, and to hold a difficult conversation without becoming defensive or over-promising
• You have familiarity with fleet maintenance or telematics platforms, data analytics tools (e.g. Sigma/Tableau), workflow/project management tools (e.g., Jira, Confluence) and cloud file systems (e.g., SharePoint)
• Experience with electric vehicles is a plus; at minimum,youhavetheability toquickly come up to speed on EV-specific maintenance, high-voltage service requirements, and how EV service differs from internal combustion
• Our core values (see below) are part of your inherent DNA, and you have many examples of when you demonstrated these values in your career

Salary:

$65,000 - $85,000 + annual bonus eligible

Location:

Washington, D.C. preferred, but we are willing to consider remote for the right candidate. Our in-office team works from our Dupont Circle office Tuesday through Thursday. Remote work on Mondays and Fridays is voluntary, and employees are welcome to work from the office ifthey’dprefer.

Why You’ll Love Working Here:

At Inspiration Mobility, you won’t just fill a role—you’ll help build the company. We’re a fast-growing, mission-driven team tackling real, complex challenges at the intersection of transportation, energy, technology, and finance. You’ll have the autonomy to take ownership, move quickly, and turn ideas into action, with leadership that values pragmatism, creativity, and momentum. We believe in clear accountability, low ego, and learning as we go—giving you the chance to shape how we operate, scale, and win, while doing work that has a meaningful impact on the future of mobility.

Our Core Values:

Inspiration’s culture is based on a shared respect for our core values described HERE. Fit with these values is a critical component of our hiring process, and employees are expected to demonstrate these behaviors in their interactions with colleagues, customers, and all stakeholders. An assessment of how each employee has exhibited our values is an important part of our performance review process.

Our Commitment to You:

Inspiration is an equal opportunity employer. We do not discriminate based on race, color, age, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status. We are committed to DEIB initiatives and to building a team that represents a variety of backgrounds, perspectives, and skills.