Vended Repair Operations Coordinator

Amerit Fleet Solutions; Charlotte (NC); Hybrid; USD 33,000 - 43,000; Full time

Benefits offered by this job

Medical, dental, vision coverage

401(k) with company match

Paid vacation, holidays, and sick time

Life and disability insurance

Tuition reimbursement

Career advancement opportunities

Job summary

Amerit Fleet Solutions in Charlotte, NC seeks a Vended Repair Coordinator to manage outsourced vehicle repairs from request to invoice, ensuring timely, cost-effective maintenance and policy compliance. The role acts as liaison among customers, vendors, field ops and internal teams, overseeing VROs, approvals, and progress while driving down downtime.

Hybrid schedule with some remote days. Qualifications include a high school diploma, 2 years in fleet maintenance or related roles, and MS Office

Qualifications

• High school diploma or equivalent.
• Minimum 2 years of experience in fleet maintenance or related field.
• Understanding of automotive maintenance terminology.
• Experience with vendors, customers, and multiple stakeholders.
• Proficiency with Microsoft Office applications including Excel, Outlook, and Teams.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.

Responsibilities

• Coordinate outsourced maintenance and repair activities from initial request through invoice payment.
• Create, review, and manage Vehicle Repair Orders (VROs) per company and client requirements.
• Communicate repair needs, obtain estimates, and negotiate repair recommendations with vendors.
• Validate labor hours, parts pricing, and repair recommendations to ensure cost-effective repairs.
• Monitor repair progress and minimize vehicle downtime; update stakeholders on status.
• Maintain accurate estimated completion dates (ECDs).
• Develop and maintain relationships with repair facilities, dealerships, towing providers, and vendors.
• Ensure proper approvals and purchase orders; maintain compliance with agreements.
• Review invoices for accuracy and alignment with estimates; resolve discrepancies.
• Maintain repair documentation and track KPIs (cycle time, aging, spend).

Skills

Excellent written and verbal commu n

Strong organizational and time‑manager

Vendor relationship management

MS Office (Excel, Outlook, Teams)

Education

High school diploma or equivalent

Tools

Microsoft Excel

Microsoft Outlook

Microsoft Teams

Job description

Position Summary

Vended Repair Coordinator

The Vended Repair Coordinator (VRC) is responsible for managing the end-to-end process of outsourced vehicle repairs, ensuring timely, cost-effective, and policy-compliant maintenance across assigned fleets. This role serves as the primary liaison between customers, repair vendors, field operations, and internal stakeholders to facilitate repairs, secure appropriate approvals, issue purchase orders, monitor repair progress, and ensure accurate billing.

The Vended Repair Coordinator plays a critical role in minimizing vehicle downtime, maintaining service level expectations, controlling repair costs, and delivering exceptional customer support.

Shifts Available:

M-F 6am-3pm

M-F 2pm-11pm

Located in ballantyne, NC.

Hybrid Schedule: Monday and Friday remote, Tuesday, Wednesday and Thursday are in office.

Compensation: $24.00-31.00 per hour, depending on experience!

The benefits of belonging - what's in it for you?

• Competitive salary pay - paid weekly, every Friday
• Full benefits within 30 days
• Medical, dental, vision, prescription drug coverage, life insurance, disability insurance
• 401(k) match program
• Unlimited vacation, paid holidays, and sick time
• Commitment to your safety through boot and prescription safety glasses reimbursement
• Career and learning development with an extensive training program through our Amerit University
• Employee referral program, up to $500 bonus
• ASE certification program with fee reimbursement and bonus
• Employee recognition platform that includes opportunities to redeem points for merchandise
• Employee Assistance Program (EAP)
• 24/7 nurse triage line
• Employee discounts on cell phone service and entertainment tickets
• Employee resource groups (ERGs) that foster inclusion
• Wellness and fitness programs through our providers

Key Responsibilities

Repair Management

• Coordinate and oversee outsourced maintenance and repair activities from initial request through invoice payment.
• Create, review, and manage Vehicle Repair Orders (VROs) in accordance with company and customer requirements.
• Communicate repair needs, obtain estimates, and negotiate repair recommendations with vendors.
• Validate labor hours, parts pricing, and repair recommendations to ensure necessary and cost-effective repairs.
• Monitor repair progress and proactively follow up to minimize vehicle downtime.
• Maintain accurate estimated completion dates (ECDs) and update stakeholders regarding repair status.

Vendor Management

• Develop and maintain professional relationships with repair facilities, dealerships, towing providers, and specialty vendors.
• Ensure vendors understand customer requirements, billing procedures, and authorization processes.
• Resolve repair delays, estimate discrepancies, invoice issues, and communication gaps.
• Evaluate vendor performance related to quality, responsiveness, and repair cycle times.

Financial Controls & Compliance

• Obtain required customer approvals before authorizing repairs.
• Issue purchase orders in accordance with company policies and client-specific requirements.
• Ensure all repairs are properly authorized before work begins.
• Review invoices for accuracy and alignment with approved estimates.
• Prevent unauthorized spending and assist with invoice dispute resolution.
• Maintain compliance with customer agreements, internal controls, and procurement procedures.

Customer Support

• Serve as the primary point of contact for customers regarding outsourced repairs.
• Provide timely status updates and professional communication throughout the repair process.
• Address escalations, service concerns, and special customer requests.
• Partner with internal operations teams to ensure customer expectations are met.

Data Management & Reporting

• Maintain accurate repair documentation and system records.
• Track key performance indicators including cycle time, open repair orders, aging repairs, and repair spend.
• Identify trends affecting repair efficiency, vendor performance, and customer satisfaction.
• Assist leadership with reporting and operational reviews.

Qualifications

Required

• High school diploma or equivalent.
• Minimum 2 years of experience in fleet maintenance, automotive repair coordination, service advising, customer service, or related field.
• Strong understanding of automotive maintenance and repair terminology.
• Experience working with vendors, customers, and multiple stakeholders.
• Proficiency with Microsoft Office applications, including Excel, Outlook, and Teams.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.

Preferred

• Fleet management experience.
• Knowledge of maintenance management systems and repair order platforms.
• ASE certifications or equivalent automotive experience.
• Experience in a fast-paced service, transportation, or fleet environment.

Critical Competencies

• Customer Focus
• Accountability
• Attention to Detail
• Vendor Relationship Management
• Cost Control & Financial Stewardship
• Problem Solving
• Decision Making
• Communication Skills
• Time Management
• Conflict Resolution
• Negotiation Skills
• Prioritization Under Pressure

Performance Measures

Success in this role may be measured by:

• Open VRO aging
• Vehicle downtime reduction
• Repair cycle time
• Invoice accuracy
• Purchase order compliance
• Customer satisfaction
• Vendor responsiveness
• Timely estimate approvals
• Data accuracy and documentation quality
• Reduction of unauthorized repair spend

Why Amerit

• Full benefits within 30 days, including:
• Medical, Dental, and Vision coverage.
• Paid vacation, holidays, and sick time.
• 401(k) with company match.
• Life and disability insurance.
• Tuition reimbursement.
• Career advancement opportunities in one of the fastest-growing fleet maintenance organizations in the nation.

Join Amerit Fleet Solutions - where organization, accountability, and service excellence keep our customers' fleets moving.

Essential Duties & Responsibilities

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