Fleet Project Coordinator - Upfitting & Delivery

Douglas Dynamics; Kings Park, Northern (NY, KY); Hybrid; USD 3,270,000 - 5,053,000; Full time

Benefits offered by this job

Comprehensive benefits

Profit sharing for all full-time

GEDWorks sponsorship

Job summary

Dejana Truck & Utility Equipment, a division of Douglas Dynamics, is seeking a Fleet Project Coordinator to support upfit projects from bid to delivery. You will coordinate with Fleet Customers, Dealers, and internal teams to ensure specifications, timelines, and documentation are aligned throughout the production lifecycle.

You will gain experience in fleet utility vehicle production management, bid specification review, and estimation of vehicle equipment applications while working on-site

Qualifications

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

Responsibilities

• Assist the Fleet Account Manager 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 milestones.
• Coordinate communication between Sales, Engineering, Estimating, Purchasing, Production, and Quality teams to support project execution.
• Monitor project schedules from chassis arrivals to delivery commitments to meet customer deadlines.
• Maintain project records, specifications, change orders, inspection reports, and customer documentation throughout the lifecycle.
• Assist in preparation of customer quotations, bid submissions, pricing updates, and approved change orders.
• 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 escalation of concerns.
• Support production teams by clarifying customer specifications, equipment requirements, and approved 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 materials are complete before delivery.
• Serve as a secondary point of contact for fleet customers and dealers regarding status and updates.
• Maintain accurate project tracking within business systems and reporting tools.
• Stay current on industry trends, vehicle applications, product offerings, and supplier capabilities.
• Travel as needed to customer locations, dealer meetings, production facilities, and review meetings.

Skills

Customer focus

Organization

Communication

Teamwork

Ownership

Education

High School Diploma

Tools

Microsoft Office

Job description

Dejana Truck & Utility Equipment, a division of Douglas Dynamics, is seeking a Fleet Project Coordinator to support upfit projects from bid to delivery. You will coordinate with Fleet Customers, Dealers, and internal teams to ensure specifications, timelines, and documentation are aligned throughout the production lifecycle.

You will gain experience in fleet utility vehicle production management, bid specification review, and estimation of vehicle equipment applications while working on-site