Fleet Service Cycle Coordinator

Merchants Fleet; Hooksett (NH); Hybrid; USD 42,000 - 62,000; Full time

Job summary

Merchants Fleet is seeking a detail-oriented Service Cycle Administrator to keep the vehicle service lifecycle running smoothly from work approval to completion.

The role emphasizes organizing work orders, tracking progress, coordinating with vendors, and ensuring accuracy of invoices and records. The environment is fast-paced, requiring strong communication and proactive problem-solving, with hybrid work at Merchants Fleet Headquarters in Hooksett, NH.

Qualifications

• 1-2 years of administrative experience (fleet operations, logistics, or service coordination preferred)
• Experience working with vendors and handling data entry in an operational setting is a plus

Responsibilities

• Create and manage service work orders with precision, ensuring all details are accurate and up to date
• Track service progress daily and communicate status updates to internal teams
• Coordinate with vendors to confirm scheduling, documentation, and approvals
• Review invoices, estimates, and completion records for accuracy before approval
• Identify delays, missing information, or overdue work and proactively elevate issues
• Monitor parts availability and follow up on delivery timelines
• Prepare and distribute service status reports to stakeholders
• Support vendor compliance tracking and performance feedback
• Maintain clear, professional communication with vendors via phone, email, and portals
• Assist with documentation, training notes, and process improvements
• Provide cross-functional administrative support during high-volume periods

Skills

Organizational skills

Multitasking

Communication skills

MS Office proficiency

Tools

Microsoft Excel

Job description

Merchants Fleet is seeking a detail-oriented Service Cycle Administrator to keep the vehicle service lifecycle running smoothly from work approval to completion.

The role emphasizes organizing work orders, tracking progress, coordinating with vendors, and ensuring accuracy of invoices and records. The environment is fast-paced, requiring strong communication and proactive problem-solving, with hybrid work at Merchants Fleet Headquarters in Hooksett, NH.