Fleet Service Coordinator

Master's Transportation, Inc.; Kansas City (MO); On-site; USD 24,000 - 30,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Disability insurance

401(k) with company match

Immediate vesting

FSA/HSA options

Employee discounts

Development opportunities

Job summary

Master’s Transportation, Inc. is seeking a Fleet Service Coordinator to provide administrative and operational support for a fleet service department focused on buses and vans.

You will act as the central point of coordination among customers, technicians, the parts department, the warranty lead, vendors, and suppliers to keep jobs moving. The role emphasizes accurate information, timely follow-up, and cross-functional collaboration; mechanical duties are not performed by the coordinator.

Qualifications

• High school diploma or equivalent required.
• Administrative, service coordination, parts, purchasing, warranty, or related experience required.
• Strong computer skills and ability to work in service management, ordering, and vendor systems.
• Experience using parts catalogs and placing or tracking parts orders.
• Experience working with vendors and suppliers.
• Strong organization, follow-up, communication, and data-entry skills.
• Ability to manage multiple open jobs and changing priorities with accuracy and urgency.
• Ability to work effectively with customers, technicians, parts personnel, and department leadership.

Responsibilities

• Coordinate the flow of service work among customers, technicians, the parts department, the warranty lead, vendors, and suppliers.
• Maintain current job status, notes, documentation, and follow-up activities in the service management system.
• Track open repair orders and service jobs, identify delays or missing information, and follow up with the appropriate parties to keep work moving.
• Support warranty claim processing by gathering required information, maintaining documentation, monitoring claim status, and coordinating with the warranty lead.
• Research, order, and track parts using parts catalogs, vendor systems, and internal resources.
• Communicate with vendors and suppliers regarding availability, pricing, order status, back-orders, and delivery timelines.
• Coordinate technician scheduling and communicate changes, priorities, parts availability, and job readiness to the shop floor.
• Provide customers and internal stakeholders with timely, accurate updates on service status and anticipated next steps.
• Review records for completeness and accuracy and help resolve discrepancies involving parts, labor, warranty, or job status.

Skills

Administrative coordination

Parts purchasing

Warranty coordination

Vendor relations

Data entry

Customer communication

Organization

Education

High school diploma

Tools

Service management software

Parts catalogs

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Clerical Kansas City, MO, US

Salary Range: $24.00 To $30.00 Annually

You’re the Person Who Keeps Things Moving

When a part is delayed, a repair needs an update, a technician is waiting on information, or a customer needs an answer, you’re the person helping connect the dots.

Master’s Transportation is looking for a Fleet Service Coordinator for our Kansas City headquarters. This role is a great fit for someone who thrives in a busy environment, enjoys working with different people throughout the day, and takes pride in following things through from start to finish.

You don’t need to be a mechanic. You do need to be organized, comfortable with technology, persistent about follow-up, and willing to jump in and figure things out.

Why Master’s Transportation?

We’re a growing, privately owned company with more than 30 years in the commercial transportation industry, and we believe our people are a big part of what keeps us moving forward. At Master’s Transportation, you’ll find opportunities to contribute, learn, grow, and build your career as the company continues to grow.

Benefits That Work for You

• Generous PTO + 12 paid holidays
• Medical, dental, and vision insurance options
• Company-paid life and disability insurance
• 401(k) with company match + immediate vesting
• FSA and HSA options
• Travel, entertainment, and other employee discounts
• Employee development and growth opportunities

Classification: Non-Exempt/Hourly

Reports To: Service Department Leadership

Position Type: Full Time

Work Schedule: Full-time; specific hours based on department needs

Job Summary

The Fleet Service Coordinator provides administrative and operational support for a fleet service department specializing in buses and vans. This role serves as the central point of coordination among customers, technicians, the parts department, the warranty lead, vendors, and suppliers. The coordinator tracks open service work, supports parts and warranty workflows, and helps keep jobs moving by maintaining accurate information and timely follow-up in the service management system. This is an administrative coordination role and does not perform technician or mechanical duties.

Essential Functions:

• Coordinate the flow of service work among customers, technicians, the parts department, the warranty lead, vendors, and suppliers.
• Maintain current job status, notes, documentation, and follow-up activities in the service management system.
• Track open repair orders and service jobs, identify delays or missing information, and follow up with the appropriate parties to keep work moving.
• Support warranty claim processing by gathering required information, maintaining documentation, monitoring claim status, and coordinating with the warranty lead.
• Research, order, and track parts using parts catalogs, vendor systems, and internal resources.
• Communicate with vendors and suppliers regarding availability, pricing, order status, back-orders, and delivery timelines.
• Coordinate technician scheduling and communicate changes, priorities, parts availability, and job readiness to the shop floor.
• Provide customers and internal stakeholders with timely, accurate updates on service status and anticipated next steps.
• Review records for completeness and accuracy and help resolve discrepancies involving parts, labor, warranty, or job status.
• Occasionally walk through the warehouse or parts area to locate or verify parts.
• Perform other administrative and coordination duties that support efficient service department operations.

• Service coordination and follow-through
• Parts research, ordering, and inventory awareness
• Vendor and supplier relationship management
• Technology proficiency and accurate data entry
• Organization and attention to detail
• Prioritization in a fast-paced environment
• Clear customer and internal communication
• Problem-solving and sense of urgency
• Teamwork and cross-functional collaboration

Supervisory Responsibilities:

None

This role is primarily performed in an office and service department setting with regular interaction with an automotive service shop and occasional entry into warehouse, parts, and vehicle manufacturing areas. The employee may be exposed to noise, moving vehicles or equipment, and varying temperatures while in operational areas.

Physical Demands

While performing the duties of this job, the employee regularly sits, uses a computer and telephone, communicates with others, and uses hands to handle office equipment. The employee is occasionally required to stand, walk through warehouse or service areas, reach, bend, and climb stairs. The employee must occasionally lift or move office supplies or parts weighing up to 20 pounds.

Required Education, Experience, & Certifications:

• High school diploma or equivalent
• Administrative, service coordination, parts, purchasing, warranty, or related experience
• Strong computer skills and ability to work throughout the day in service management, ordering, and vendor systems
• Experience using parts catalogs and placing or tracking parts orders
• Experience working with vendors and suppliers
• Strong organization, follow-up, communication, and data-entry skills
• Ability to manage multiple open jobs and changing priorities with accuracy and urgency
• Ability to work effectively with customers, technicians, parts personnel, and department leadership
• Mechanical or technician experience is not required

Preferred Education, Experience, & Certifications:

• Experience in a fleet, automotive, commercial vehicle, bus, van, or equipment service environment
• Experience with warranty documentation or claim coordination
• Experience with service management or dealer management software
• Familiarity with vehicle parts terminology and service department workflows

Travel Requirements:

None

Other Duties:

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

AAP/EEO Statement

Master’s Transportation is committed to the principles of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is our intent to maintain a work environment that is free of harassment, discrimination, or retaliation because of age, race, color, national origin, ancestry, religion, sex, pregnancy (including childbirth, lactation, and related medical conditions), physical or mental disability, genetic information (including testing and characteristics), veteran status, uniformed service member status, or any other status protected by federal, state, or local laws. Master's Transportation is dedicated to the fulfillment of this policy regarding all aspects of employment, including but not limited to recruiting, hiring, placement, transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.