Hybrid Service Cycle Coordinator

merchantsfleetmanagement; Hooksett (NH); Hybrid; USD 42,000 - 65,000; Full time

Job summary

Merchants Fleet is seeking a detail-oriented Service Cycle Administrator to keep our vehicle service lifecycle running smoothly—from work approval to completion. You will be the backbone of service coordination, ensuring accurate data and clear communication to maximize fleet availability.

In this role, you will create and manage service work orders, track progress daily, coordinate with vendors, review invoices, and identify delays.

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

Detail-oriented

Problem-solving

Tools

Microsoft Excel

Office Suite

Job description

Merchants Fleet is seeking a detail-oriented Service Cycle Administrator to keep our vehicle service lifecycle running smoothly—from work approval to completion. You will be the backbone of service coordination, ensuring accurate data and clear communication to maximize fleet availability.

In this role, you will create and manage service work orders, track progress daily, coordinate with vendors, review invoices, and identify delays.