Fleet Maintenance Coordinator

2 days ago

Greater Noida New Delhi Noida, India Portway Solutions Full time

44 Job Description: Fleet Maintenance Administrator ( Night Shift)

Position Overview

The Fleet Maintenance Administrator is responsible for supporting the end-to-end maintenance operations of the fleet by ensuring accurate documentation, timely data entry, vendor coordination, driver support, and smooth administrative processes. This role acts as a central point of communication between drivers, vendors, maintenance teams, and internal departments to ensure safe, compliant, and efficient fleet operations.

Key Responsibilities

Maintenance & Data Administration

  • Accurately enter all maintenance, rental, lease, and service-related documents into the system in a timely manner.
  • Review and verify invoices to ensure the correct company is billed and that all charges are appropriate for the work performed.
  • Carry out daily document indexing and maintain organized digital records.
  • Process warranty invoices and ensure correct coding.
  • Set up rental units in the system, accurately capturing all associated costs.
  • Run monthly templates for rental and FSL units and assist in creating accruals for FSL fixed charges.
  • Review weekly KPIs for open POs and coordinate follow-ups with vendors and branch locations.

Vendor & Financial Coordination

  • Reconcile monthly vendor statements; communicate with vendors to request missing invoices and resolve overpayments/short payments.
  • Maintain strong relationships with external service providers and ensure timely resolution of billing discrepancies.

Driver & On-Road Support

  • Serve as the first point of contact for driver calls related to breakdowns, repairs, or on-road emergencies.
  • Coordinate on-road assistance, service providers, mobile mechanics, or towing vendors to minimize downtime.
  • Track and monitor breakdown cases until closure, ensuring updates are communicated to drivers and internal teams.
  • Maintain logs of roadside incidents, service delays, and repeat issues for analysis.
  • Provide drivers with guidance regarding scheduled maintenance, repair approvals, and compliance requirements.
  • Assist with driver communication related to planned maintenance, truck availability, and downtime scheduling.

Operations Support & Coordination

  • Liaise with fleet supervisors, dispatch, and maintenance teams to ensure timely scheduling of preventive maintenance and repairs.
  • Maintain updated fleet availability reports and support outage planning.
  • Assist in resolving documentation or system-related issues for internal departments.
  • Support compliance by ensuring maintenance records meet audit and regulatory requirements.
  • Perform additional duties as assigned.

Who You Are:

  • Excellent verbal and written communication skills.
  • Transportation or fleet maintenance experience is an asset.
  • Proficient using Excel and capable of working with maintenance or accounting systems.
  • Background in accounting or invoice processing will be an added advantage.
  • Ability to successfully pass a criminal background check.
  • Strong problem-solving skills with the ability to handle urgent, on-road operational situations.
  • High attention to detail, time management, and multi-tasking abilities.

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