Fleet Upfit Admin Coordinator - Operations & Reporting

Wallenius Wilhelmsen; Smyrna (TN); On-site; USD 38,000 - 56,000; Full time

Benefits offered by this job

Health insurance

401(k) company matching

Life insurance

Disability coverage

Training opportunities

Employee discounts

Job summary

Wallenius Wilhelmsen is seeking an Upfit Administrative Support to assist Nissan Fleet Upfit operations across Smyrna, Canton, Brunswick, and Oxnard. You will coordinate with Fleet Management Companies, Nissan Fleet Distribution, site operations, suppliers, and internal Upfit teams to move orders and shipments smoothly.

The role emphasizes strong communication, organization, and basic math, with proficiency in MS Excel, Outlook, Word.

Qualifications

• Excellent written and verbal communication skills.
• Highly organized, customer service and attention to detail.
• Basic math and computer skills are required.
• Proficient in MS Excel, working knowledge of MS Windows and Word with emphasis on keeping organized Outlook files.

Responsibilities

• Review Nissan Fleet Upfit approved/unapproved reports, confirm POs from Fleet Management Companies, and validate POs against quotes for accuracy.
• Develop weekly operational summaries detailing vehicle information, production dates, models, fleet order numbers, VINs, equipment requirements, and service codes.
• Create and maintain secure financial summaries covering quotes, purchase orders, equipment costs, and service codes to validate billing information.
• Generate and distribute daily and weekly customer reports tracking vehicles from order submission through dealership delivery, including VPC location, PO/unit numbers, VINs, and delivery status.
• Prepare Nissan Ship-Thru reports covering equipment status, production timelines, and four-week upfit forecasts, and provide updates during Nissan Fleet Distribution meetings.
• Coordinate vehicle shipping, movements, inventory, carrier releases, documentation, assignments, allocations, and pickup/delivery scheduling in partnership with operations and Customer Service.
• Serve as a customer point of contact for order and shipment inquiries, customer-supplied equipment, special requirements, delays, and status updates while maintaining accurate inventory and tracking records.
• Provide administrative warranty support by receiving initial calls, completing preliminary troubleshooting, maintaining the warranty log, escalating technical issues to the Engineer/Master Mechanic, and coordinating repairs, suppliers, facilities, and customer follow-up.

Skills

Excellent written and verbal comms

Highly organized

Basic math and computer skills

Tools

MS Excel

MS Windows

MS Word

Outlook

Job description

Wallenius Wilhelmsen is seeking an Upfit Administrative Support to assist Nissan Fleet Upfit operations across Smyrna, Canton, Brunswick, and Oxnard. You will coordinate with Fleet Management Companies, Nissan Fleet Distribution, site operations, suppliers, and internal Upfit teams to move orders and shipments smoothly.

The role emphasizes strong communication, organization, and basic math, with proficiency in MS Excel, Outlook, Word.