Fleet Upfit Project Coordinator

Douglas Dynamics; Kings Park (NY); On-site; USD 49,000 - 76,000; Full time

Benefits offered by this job

Competitive benefits

Profit sharing

GEDWorks sponsorship

Job summary

Dejana Truck & Utility Equipment is seeking a Fleet Project Coordinator to assist the Fleet Account Manager in bidding and coordinating full project production from award to delivery for fleet customers and dealers.

You will work with Sales, Engineering, Estimating, Purchasing, Production, and Quality teams to track milestones, ensure compliance with specifications, and maintain accurate project records while supporting quotations and lead times.

Qualifications

• Administrative, customer service and communication skills.
• Proficiency in Microsoft Suite.
• Familiarity with Work Truck Equipment and Automotive.
• Experience with Fleet and Fleet Management.
• Experience with Heavy Duty Utility Vehicle Upfitting in a shop environment.

Responsibilities

• Assist the Fleet Account Manager and Outside Fleet Sales Representatives 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 project milestones.
• Coordinate communication between Sales, Engineering, Estimating, Purchasing, Production, and Quality teams to support successful project execution.
• Monitor project schedules, including chassis arrivals, equipment procurement, production timelines, and delivery commitments to ensure customer deadlines are met.
• Maintain project records, specifications, change orders, inspection reports, and customer documentation throughout the project lifecycle.
• Assist in the preparation of customer quotations, bid submissions, pricing updates, and approved change order requests.
• 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 specification issues, escalating concerns when appropriate.
• Support production teams by providing clarification on customer specifications, equipment requirements, and approved project 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-required materials are complete and accurate prior to vehicle delivery.
• Serve as a secondary point of contact for fleet customers and dealers regarding project status, specifications, documentation, and delivery updates.
• Maintain accurate project tracking within applicable business systems and reporting tools.
• Stay current on industry trends, vehicle applications, product offerings, and supplier capabilities to support customer solutions and project execution.
• Travel as needed to customer locations, dealer meetings, production facilities, and project review meetings.

Skills

Customer service

Administrative

Communication

Organized

Education

High School Diploma

Tools

Microsoft Suite

Job description

Dejana Truck & Utility Equipment is seeking a Fleet Project Coordinator to assist the Fleet Account Manager in bidding and coordinating full project production from award to delivery for fleet customers and dealers.

You will work with Sales, Engineering, Estimating, Purchasing, Production, and Quality teams to track milestones, ensure compliance with specifications, and maintain accurate project records while supporting quotations and lead times.