Upfit Coordinator

Mike Albert Fleet Solutions; Cincinnati (OH); On-site; USD 42,000 - 52,000; Full time

Job summary

Mike Albert Fleet Solutions seeks an administrative professional to manage the progression of customer orders requiring vehicle customization and upfits. You will coordinate with external vendors, monitor progress, and ensure timely delivery of vehicles to customers.

You will maintain accurate tracking, update ETAs based on progress, and escalate issues as needed while collaborating with internal teams to resolve delays and ensure smooth handoffs.

Qualifications

• Experience in vehicle leasing or similar industry preferred.
• Experience moving and monitoring products through a process and documenting changes preferred.
• High School Diploma or equivalent with some college preferred.
• Two years of experience with Microsoft Office (Excel, Outlook, Word).
• Excellent customer service, detail orientation, and independent work ethic.

Responsibilities

• Coordinates progression of customer orders requiring vehicle customization/upfits with external vendors.
• Monitors upfit progress and delivery readiness; escalates issues to ensure timely delivery and handoffs.
• Maintains live status in tracking system from arrival at upfitter to customer delivery; updates ETAs.
• Identifies delays and communicates changes; collaborates with Purchasing, Sales, and delivery dealers to resolve issues.
• Cross-trains to provide backup coverage in other Vehicle Coordination roles.

Skills

Customer service

Detail oriented

Communication skills

Organized

Independent worker

Education

High School Diploma or equivalent

Tools

Microsoft Excel

Microsoft Outlook

Microsoft Word

Microsoft Office

Job description

This administrative role manages the progression of customer orders requiring vehicle customization, including aftermarket equipment installations (upfits). The position coordinates with external vendors to move vehicles through the upfit process on schedule, monitors delivery readiness, and escalates issues to ensure timely customer delivery and vehicle handoffs.

RESPONSIBILITIES:

• Confirms receipt of third‑party purchase orders from aftermarket vendors following client approval and Purchase Order release
• Develops and maintains effective working relationships with external suppliers and vendors
• Follows up with vendors daily to monitor upfit progress and ensure completion within customer estimated time of arrival (ETA).

Vehicle Tracking & System Documentation:

• Monitors vehicles from arrival at upfitter through customer delivery, maintaining accurate status in tracking system
• Enters vehicle ready dates and in-service dates into system
• Updates customer ETAs based on upfit progress and communicates timeline changes to relevant stakeholders
• Identifies delays, discrepancies, or obstacles that may impact order accuracy or delivery timelines
• Collaborates with internal teams (Purchasing, sales, delivery dealers) and external vendors to resolve issues
• Escalates unresolved concerns to appropriate management to ensure timely resolution

Department Support:

• Cross‑trains on other Vehicle Coordination roles to provide backup coverage

REQUIREMENTS:

• Previous experience in vehicle leasing industry or similar position preferred
• Preference for experience moving and monitoring product through a process and communicating and documenting changes
• High School Diploma or equivalent with preference for some college
• Minimum two years of experience with Microsoft Office including Excel, Outlook, and Word
• Organized, energetic and dependable
• Must be detail oriented and have excellent customer service skills
• Must be customer focused and an independent worker
• Professional written and verbal communication skills