Service Coordinator

1. Job Responsibilities

• Receive drivers/operators and verify work orders upon arrival, log vehicle details into the system (NetSuite), including model, registration, driver information, and reported issues.
• Classify jobs into Routine or Emergency Repairs and assign priority levels. Coordinate with security and workshop QC inspectors for vehicle movement.
• Issue and manage entry gate passes, tracking vehicle intake records.

2. Preventative Maintenance & Compliance Tracking

• Maintain a Preventative Maintenance Calendar and ensure vehicles receive scheduled servicing.
• Track certification renewals for fleet compliance certificates and gate passes.
• Communicate with fleet managers and workshop teams to ensure vehicles meet all regulatory requirements.
• Maintain and update a compliance report with renewal deadlines and service history.

3. Workshop Coordination & Job Tracking

• Monitor, receive, and log service requests into the workshop tracking system.
• Ensure job card status is updated in the system and all repair tasks are recorded.
• Track deferred jobs and ensure they are scheduled for completion.
• Coordinate between workshop supervisors, technicians, and fleet managers to streamline job execution.

4. Vehicle Dispatch & Field Support

• Schedule vehicles for on-site repairs and field servicing as required.
• Manage and track mobile repair team dispatch and response times.
• Maintain a dispatch log to ensure timely and efficient service delivery.

5. Post-Service Inspection & Documentation

• Ensure quality checks and final inspections are completed before vehicle release.
• Notify fleet managers and drivers when vehicles are ready for collection.
• Archive maintenance records and track vehicle service history for audit purposes.

Desired Candidate Profile

Education & Experience

• Bachelor's degree or diploma in Mechanical Engineering, Automotive Technology, Business Administration, or a related field.
• Minimum of 3 years of experience in fleet coordination, workshop operations, or service scheduling.
• Experience working with ERP systems (e.g., NetSuite) for job tracking and data management.

Technical & Soft Skills

• Strong organizational and multitasking skills.
• Excellent verbal and written communication skills.
• Knowledge of vehicle maintenance schedules and repair procedures.
• Ability to track service operations and maintain compliance records.