Fleet Project Coordinator – On-Site

Douglas Dynamics; Kings Park (NY); On-site; USD 49,000 - 76,000; Full time

Benefits offered by this job

Competitive benefits

Profit sharing

GEDWorks sponsorship

Job summary

Dejana Truck & Utility Equipment, a division of Douglas Dynamics, is seeking a Fleet Project Coordinator to support bidding of upfit projects and manage the full production timeline from award to delivery. You will coordinate with Fleet Customers, Dealers and Shop Production, reviewing specifications and ensuring adherence throughout lifecycle.

You will gain on-the-job training in Fleet Utility Vehicle Production Management, Bid Specification Review, and Estimation of light, medium, and

Qualifications

• Minimum of High School Graduation or Equivalent.
• Experience with Fleet Management and heavy-duty upfitting.
• Proficiency in Microsoft Office Suite.
• Experience in administrative, customer service, and communication.

Responsibilities

• Assist Fleet Account Manager and Outside Fleet Sales Representatives in managing fleet upfit projects from bid award through final delivery and customer acceptance.
• Review customer specifications, purchase orders, and project requirements to ensure compliance throughout the production lifecycle.
• Participate in customer, dealer, and internal project meetings to document requirements, action items, and project milestones.
• Coordinate communication between Sales, Engineering, Estimating, Purchasing, Production, and Quality teams to support successful project execution.
• Monitor project schedules, including chassis arrivals, equipment procurement, production timelines, and delivery commitments to ensure customer deadlines are met.
• Maintain project records, specifications, change orders, inspection reports, and customer documentation throughout the project lifecycle.
• Assist in the preparation of customer quotations, bid submissions, pricing updates, and approved change order requests.
• Work with vendors, estimating, and purchasing teams to obtain equipment pricing, confirm availability, and monitor lead times.
• Track and communicate project status, potential delays, material shortages, and specification issues, escalating concerns when appropriate.
• Support production teams by providing clarification on customer specifications, equipment requirements, and approved project changes.
• Assist with pre-production reviews, in-process inspections, final quality inspections, and customer acceptance activities.
• Ensure all delivery documentation, warranty information, inspection records, and customer-required materials are complete and accurate prior to vehicle delivery.
• Serve as a secondary point of contact for fleet customers and dealers regarding project status, specifications, documentation, and delivery updates.
• Maintain accurate project tracking within applicable business systems and reporting tools.
• Stay current on industry trends, vehicle applications, product offerings, and supplier capabilities to support customer solutions and project execution.
• Travel as needed to customer locations, dealer meetings, production facilities, and project review meetings.

Skills

Customer-focused

Organized

Detail-oriented

Team-oriented

Strong communication

Fleet management

Vendor coordination

Education

High school diploma

Tools

Microsoft Office

Job description

Careers At Dejana Truck & Utility Equipment

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Dejana Truck & Utility Equipment is a division of Douglas Dynamics, North America’s premier manufacturer and up-fitter of work truck attachments and equipment. Our belief is that our employees and culture are just as important to the company as serving our customers. We place a high value on building a team and working environment where individuals can succeed professionally and personally. As a team member at Douglas Dynamics, you can expect to make a difference through your work, to have a direct impact on the achievement of a very meaningful mission to serve our customers, to advance your career, and to have room for fun and fulfillment in your daily life.

Our focus on integrity, teamwork, and high performance creates an ideal work environment for every one of our employees. We offer competitive salaries, benefits, and opportunities for personal and professional growth. Discover our opportunities and come see all the ways you can do more at Douglas Dynamics.

We would love to have you join our team, where we offer top notch benefits, multiple avenues for advancement and a great working environment.

HOW YOU WILL CONTRIBUTE

As Fleet Project Coordinator, you will assist the Fleet Account Manager in managing the bidding of new utility vehicle upfitting projects and the full project production timeline from award to final delivery. In conjunction with the Fleet Account Manager, you will act as second point of contact coordinating projects with Fleet Customers, Dealers and Shop Production. Assisting with Fleet Customer Specification review and adherence, Coordination between sales and production teams, managing fleet inventory with production teams, and assisting and ensuring in build compliance with technical specification throughout lifecycle of production.

In this position you will obtain on-the-job training and guidance throughout the process of fleet utility production. You will gain experience in Fleet Utility Vehicle Production Management, Bid Specification Review and Estimation of Light/Medium/Heavy-Duty Vehicle Equipment Applications.

Essential Duties and Responsibilities:

• Assist the Fleet Account Manager and Outside Fleet Sales Representatives in managing fleet upfit projects from bid award through final delivery and customer acceptance.
• Review customer specifications, purchase orders, and project requirements to ensure compliance throughout the production lifecycle.
• Participate in customer, dealer, and internal project meetings to document requirements, action items, and project milestones.
• Coordinate communication between Sales, Engineering, Estimating, Purchasing, Production, and Quality teams to support successful project execution.
• Monitor project schedules, including chassis arrivals, equipment procurement, production timelines, and delivery commitments to ensure customer deadlines are met.
• Maintain project records, specifications, change orders, inspection reports, and customer documentation throughout the project lifecycle.
• Assist in the preparation of customer quotations, bid submissions, pricing updates, and approved change order requests.
• Work with vendors, estimating, and purchasing teams to obtain equipment pricing, confirm availability, and monitor lead times.
• Track and communicate project status, potential delays, material shortages, and specification issues, escalating concerns when appropriate.
• Support production teams by providing clarification on customer specifications, equipment requirements, and approved project changes.
• Assist with pre-production reviews, in-process inspections, final quality inspections, and customer acceptance activities.
• Ensure all delivery documentation, warranty information, inspection records, and customer-required materials are complete and accurate prior to vehicle delivery.
• Serve as a secondary point of contact for fleet customers and dealers regarding project status, specifications, documentation, and delivery updates.
• Maintain accurate project tracking within applicable business systems and reporting tools.
• Stay current on industry trends, vehicle applications, product offerings, and supplier capabilities to support customer solutions and project execution.
• Travel as needed to customer locations, dealer meetings, production facilities, and project review meetings.

The above list reflects the general details necessary to describe the principal and essential functions of the position and shall not be construed as the only duties that may be assigned.

WHAT WE OFFER YOU

• Compensation: $23.74 – $36.68 per hour.
  • (equivalent to approximately $49,379.00 – $76,290.00 annually based on a 40-hour workweek).
  • This position is classified as nonexempt and is eligible for overtime pay in accordance with applicable law.
  • Actual compensation will be based on a variety of factors, including experience and qualifications.
• A fulfilling career with the ability to contribute to an Industry leader.
• A comprehensive suite of benefits.
• Profit sharing for all full-time employees.
• Dejana Truck and Utility Equipment is a proud sponsor of GEDWorks, a company sponsored program to help any employee (or their family member) earn their GED as they work for us.

WHAT THIS ROLE NEEDS

• Customer-focused, responsive, and professional when communicating with fleet customers, dealers, vendors, sales representatives, and internal teams.
• Highly organized and detail-oriented, with the ability to track multiple projects, deadlines, specifications, quote details, production milestones, and delivery requirements.
• Proactive in identifying open items, potential delays, specification questions, pricing gaps, or communication needs and escalating them appropriately.
• Self-motivated and accountable, with a strong sense of ownership and follow-through from project award through final delivery.
• Collaborative and team-oriented, working effectively with Sales, Estimating, Purchasing, Engineering, Production, Quality, and outside vendors to support successful project execution.
• Able to work in a fast-paced environment while balancing competing priorities, customer expectations, and internal deadlines.
• Strong written and verbal communication skills, with the ability to document decisions, summarize project status, and communicate clearly with both technical and non-technical audiences.
• Demonstrates curiosity and willingness to learn about fleet vehicle upfitting, utility equipment, production processes, vendor products, and customer applications.

Education:

• Minimum of High School Graduation or Equivalent

Experience and Training:

• Administrative, customer service and communication skills.
• Proficiency in Microsoft Suit.
• Familiarity with Work Truck Equipment and Automotive.
• Experience with Fleet and Fleet Management.
• Experience with Heavy Duty Utility Vehicle Upfitting in a shop environment.

WORK ENVIRONMENT

• This is a full-time, on-site position requiring regular interaction with production personnel on the shop floor. Remote and hybrid work are not available.
• Exposure to moving equipment, fumes, loud noise, and fluctuating temperatures while on the shop floor.

Equal Opportunity Employer

As an Equal Opportunity Employer, Douglas Dynamics, LLC does not discriminate against qualified applicants in hiring based on race, color, sex, age, sexual orientation, gender identity, national origin, disability, or any other characteristic protected by law.