Service Coordinator

The Service Coordinator is responsible for coordinating and supporting the day-to-day maintenance and repair activities of the fleet maintenance department. This role acts as the primary liaison between operations, vendors, and maintenance staff to ensure repairs, preventative maintenance, inspections, and service requests are scheduled, communicated, and completed efficiently. The Service Coordinator helps maximize fleet uptime while ensuring compliance with company policies, safety standards, and regulatory requirements.

• Receive, prioritize, and process maintenance and repair requests from drivers, operations personnel, and customers.
• Schedule preventative maintenance services, repairs, inspections, and warranty work.
• Coordinate work assignments with shop supervisors, technicians, and vendors.
• Monitor repair progress and provide regular updates
• Ensure work orders are opened, updated, and closed accurately and in a timely manner.
• Assist with managing vehicle downtime and scheduling equipment availability.

• Create and maintain detailed service records and repair documentation.
• Verify labour hours, parts usage, and repair details are accurately entered into maintenance management systems.
• Review completed work orders for accuracy and completeness.
• Maintain electronic and paper maintenance files in accordance with company and regulatory requirements.
• Generate reports related to maintenance activities, vehicle status, and shop productivity.

• Monitor upcoming preventative maintenance schedules and inspection due dates.
• Assist in tracking regulatory inspections, certifications, and fleet compliance requirements.
• Ensure maintenance records are retained and organized in accordance with applicable regulations.
• Support audit preparation and documentation requests.

• Coordinate with parts personnel to ensure required parts and materials are available for scheduled repairs.
• Communicate with external service providers, dealerships, and vendors regarding repair status, estimates, and service appointments.
• Obtain and track repair quotes and authorizations as required.
• Assist in managing warranty claims and vendor service documentation.

• Serve as a primary point of contact for maintenance-related inquiries.
• Communicate repair timelines, vehicle status updates, and maintenance schedules to drivers and operational departments.
• Address maintenance concerns and elevate issues when necessary.

• Assist with tracking maintenance-related expenses and purchase orders.
• Support inventory control processes for shop supplies and commonly used parts.
• Maintain organized filing systems and maintenance databases.
• Prepare maintenance reports and performance metrics as requested.

• Follow all company safety policies and procedures.
• Promote a safe and organized work environment.
• Report safety concerns, incidents, and equipment deficiencies promptly.
• Support compliance with occupational health and safety requirements.

• High school diploma or equivalent required.
• Post-secondary education in business administration, transportation, logistics, or a related field is considered an asset.
• Previous experience in fleet maintenance, transportation, trucking, automotive service, or a maintenance coordination role preferred.
• Strong understanding of preventative maintenance programs and fleet operations.
• Knowledge of commercial vehicle maintenance practices is considered an asset.

• Excellent organizational and time management skills.
• Strong communication and customer service abilities.
• Ability to manage multiple priorities in a fast‑paced environment.
• Proficiency with Microsoft Office Suite and maintenance management software.
• Strong attention to detail and accuracy.
• Problem‑solving and decision‑making skills.
• Ability to work independently and as part of a team.