Fleet Services Coordinator I

ArcBest; Fort Smith (AR); On-site; USD 28,000 - 39,000; Full time

Job summary

ABF Freight, an ArcBest company, is seeking a Fleet Services Coordinator in Fort Smith, AR to manage administrative and operational processes for fleet equipment. Responsibilities include invoicing, maintaining equipment records, onboarding purchases, and coordinating with the Tax Department.

Candidates should have an Associate's degree preferred and clerical experience; proficiency in MS Office and ServiceNow is required.

Qualifications

• Associate's degree preferred; relevant experience considered in lieu of education.
• Clerical experience preferred.
• Proficient in Microsoft Office and ServiceNow.

Responsibilities

• Manage sale of used equipment, including invoicing and payment reconciliation.
• Maintain equipment records and update ABF used equipment website.
• Process RFQs and assist with maintenance of equipment specifications.
• Onboard new equipment purchases and coordinate status changes with Tax Department.
• Maintain records for equipment changes and domicile updates.
• Data collection and reporting for maintenance cost projects.

Skills

Attention to detail

Time management

Communication

Organizational skills

Education

Associate's Degree preferred

Tools

Microsoft Office Suite

ServiceNow

Job description

Job Description

The Fleet Services Coordinator manages administrative and operational processes for fleet equipment, including sales, onboarding, invoicing, and payment reconciliation. This role ensures accurate equipment records, status updates, and compliance with fuel and maintenance standards. Responsibilities include coordinating vendor invoices and purchase orders, supporting field personnel with maintenance systems, overseeing inventory audits for parts, tires, and fuel, and assisting with emergency repair events. The position also handles reporting, reconciliations, and communication across departments to maintain efficiency and accuracy in fleet operations.

Responsibilities

• Manage sale of used equipment, including invoicing, payment reconciliation, and customer communication.
• Maintain equipment records, master list, and update ABF used equipment website.
• Distribute requests for quotes and assist with maintenance of new equipment specifications.
• Onboard new equipment purchases and process payments; coordinate status changes with Tax Department.
• Maintain records for change in equipment from road to city, as well as maintain domicile updates for all ABF asset equipment.
• Data collection and research as directed for various equipment and maintenance cost reports and projects.
• Record monthly meter readings for forklifts.
• Work exceptions for equipment with incorrect mileage/hours and/or fuel usage.
• Assist with retail fuel purchase compliance.
• Review and approve invoices for fuel, lubricants, parts, tires, and related expenses, ensuring accurate VMRS repair coding.
• Create, manage, and maintain purchase orders (POs) for parts, tires, and labor.
• Assist field personnel with all functions of Maintenance Management System including invoice processing, imaging, and PO creation.
• Management of EOL Repair and emergency roadside events.
• Validate and reconcile tire and parts inventories; compile, generate, and collect reports on usage and inventory of parts, tires, and fuel.
• Work exception reports for fuel card, oil, DEF, and other petroleum related purchases.
• Maintain bulk fuel inventory reconciliation.
• Handle administrative tasks including travel arrangements, utilities billing, document scanning, and communication with field personnel.
• Assist in management of fuel additive usage during winter months.
• Reconcile and correct various accounting reports for equipment and service center accuracy.
• Assist the field with network and hardware issues involving fuel tank gauges and dispensers.
• Other duties and projects, as assigned.

Requirements

Education:

• Associate's Degree, preferred
• Relevant experience considered in lieu of education.

Experience:

• clerical experience, preferred

Computer Skills:

• Proficient in Microsoft Office Suite and Service Now software, required

Additional Requirements:

• Knowledge of equipment and maintenance in trucking operations.
• Basic knowledge of maintenance standard operating procedures in trucking operations.

Competencies:

• Accuracy and Attention to Detail
• Document Management
• Effective Communications
• Managing Multiple Priorities
• Operational Functions
• Problem Solving
• Producing Results
• Service Excellence

Other Details

Work Hours:

• Generally, 8:00 am - 5:00 pm with occasional irregular hours depending on workload.

Travel Requirements:

• Minimal (0%-25%)

Compensation:

• This is a hourly position paid weekly.

About Us

ABF Freight®, an ArcBest® company, is one of the nation's largest, most trusted less-than-truckload carriers. With over a century of experience, 240 service centers spanning North America, and an unwavering commitment to quality, safety and customer service, ABF offers best-in-class LTL transportation for companies of all sizes and industries. We're driven for excellence.