Automotive Service Coordinator

Job Overview

Coordinates and oversees the scheduling, documentation, and tracking of maintenance and repair activities for a local government vehicle fleet. Ensures all vehicles and equipment are safe, compliant, and operational while minimizing downtime and controlling costs. The position requires reporting to work during inclement and extreme weather conditions.

• Receives incoming work requests from customers for preventive maintenance and scheduled repairs; creates work orders; coordinates and schedules repairs to ensure proper workload.
• Coordinates sublet and contracted maintenance and repair work, including accident repairs with vendors and contractors; obtains estimates, processes purchase orders, and ensures charges and payments for sublets are correct and properly posted.
• Assists in the preparation of new vehicles and equipment for proper upfit and issue into the fleet.
• Manages vehicle recalls and coordinates repairs with dealers.
• Assists with writing specifications and ordering new shop equipment; ensures diagnostic tools and software are updated and current; identifies building maintenance needs.
• Maintains accurate records in fleet management systems; enters, tracks, and analyzes data related to maintenance activities, vehicle downtime, and repair status.
• Assists in budget tracking for maintenance, parts, and external services.

• High school diploma or equivalent with 3 years of experience in fleet maintenance, automotive service coordination, or a related field.
• Experience providing customer service in a fleet, automotive, or equipment‑related environment preferred.
• Associate’s degree in automotive technology, business administration, or a related field preferred.

• Automotive Service Excellence (ASE) certification (e.g., Service Consultant or related) or the ability to obtain within 12 months.
• Familiarity with the Virginia State Police MVIP program and DOT regulations for safety compliance standards.
• Must obtain Class A and B fuel site operators certification.
• Possession of a valid driver’s license issued by the Commonwealth of Virginia.
• A valid Virginia Commercial Driver’s License is preferred but not required.

• Must be physically able to operate a variety of automated office machines, including computers, typewriters, calculators, copiers, facsimile machines, and two‑way radios.
• Must be able to operate a motor vehicle.
• Sedentary work involves sitting most of the time but may involve walking or standing for periods of time.

This job is contingent upon successful completion of pre‑employment checks, including criminal history, background, and DMV record checks.

• Knowledge of vehicle systems, maintenance practices, and repair terminology.
• Knowledge of fleet management systems and maintenance tracking software.
• Knowledge of purchasing policies and procedures for the acquisition of services and equipment.
• Skill in using computer applications, including Microsoft Office and fleet management software.
• Skill in coordinating multiple work orders, vendors, and repair schedules.
• Skills in data tracking, reporting, and basic budget monitoring.
• Ability to communicate effectively both orally and in writing.
• Ability to establish and maintain effective working relationships with staff, other county employees, and the public.
• Ability to prioritize tasks, manage multiple assignments, and meet deadlines.
• Ability to analyze information and make sound decisions regarding repair coordination and workflow.