Specialist, Service Cycle Administrator

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

Are you highly organized, detail-oriented, and energized by fast-paced operations? We're looking for a Service Cycle Administrator to play a critical role in keeping our vehicle service lifecycle running smoothly—from work approval to completion.

In this role, you'll be the backbone of service coordination, ensuring accurate data, seamless communication, and efficient workflows that help maximize fleet availability.

What You'll Do

• 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

What You Bring

• Strong organizational skills and attention to detail
• Ability to manage multiple tasks and priorities simultaneously
• Excellent written and verbal communication skills
• Proficiency in Microsoft Excel and Office tools
• Comfort learning new systems and working in a dynamic environment
• A team-oriented mindset with a proactive, problem-solving approach

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

Why Join Us?

You'll be part of a collaborative team that keeps operations moving and makes a direct impact on efficiency and customer satisfaction. If you thrive in a role where organization meets action, this is the opportunity for you.

The Company

You're invigorated by team collaboration and a fast-paced work environment. Opportunities for growth motivate you to always bring your A-game. You're tired of being told "no" when you think of ways to improve, innovate, and do things better.

There's a place for people like you. Welcome to Merchants Fleet.

We've been around for more than 60 years, but we're the fastest growing fleet management company in North America. The fleet industry is behind every delivered package, the summertime memories kids make on their way to camp, and the heavy-duty trucks and vans that keep the lights on. That's a lot of responsibility, and why we want our employees to always be at their best.

Everything at Merchants Fleet is fueled by our entrepreneurial spirit, including:

• Leadership who truly lead and engage with employees
• Real career paths and the tools you need to grow and develop
• A work environment that's encouraging and collaborative

We know employees won't stay if they're not happy, which is why we provide a great benefits package on top of our award-winning work environment. In fact, we've just made the "Great Companies to Work For in NH" list for the 10th year and have a 84% employee satisfaction score (higher than the national average of 57%).

Location: Merchants Fleet Headquarters - Hooksett, NH (Hybrid)

AI Disclosure

We may use AI-assisted tools throughout the recruiting process to help support activities such as scheduling, communications, note organization, and process efficiency. If you have any questions or concerns about the use of these tools, please let us know. Please be assured that all applications and candidate evaluations are reviewed by people, and hiring decisions are made by our team based on a variety of factors, including skills, experience, and overall fit for the role.

Merchants Fleet is an equal opportunity employer committed to diversity and inclusion. Individuals with disabilities and protected veterans are encouraged to apply. If you require an accom