Fleet Assurance Coordinator

TopTech Fleet Solutions is seeking a detail-oriented and customer-focused Fleet Assurance Coordinator to support the day-to-day administration of our managed maintenance program for medium- and heavy-duty commercial fleets.

The Fleet Assurance Coordinator serves as a primary point of contact between customers, service providers, and internal support teams to help ensure maintenance services are coordinated efficiently and effectively. This role is responsible for maintaining accurate records, supporting service delivery processes, assisting with reporting, processing administrative tasks, and providing excellent customer service.

TopTech is a nationwide fleet maintenance partner focused on helping customers maximize uptime through preventative maintenance coordination, repair management, compliance support, and vendor communication. The Fleet Assurance Coordinator plays an important role in supporting these efforts through effective communication, organization, and attention to detail.

Program Administration & Customer Support

• Serve as a primary point of contact for customer inquiries related to Fleet Assurance services.
• Assist customers with maintenance requests, service updates, and program-related questions.
• Maintain accurate customer records, service documentation, and account information.
• Support customer onboarding activities and ensure required information is collected and documented.
• Escalate customer concerns or service issues to management as appropriate.

Service Coordination

• Coordinate maintenance and repair activities between customers, service providers, and internal teams.
• Monitor service progress and communicate status updates to customers.
• Assist with scheduling and tracking preventive maintenance activities.
• Help ensure maintenance requests are processed accurately and in a timely manner.
• Follow established Fleet Assurance procedures and workflows.

Service Provider Support

• Maintain service provider information, records, and documentation.
• Coordinate communication between service providers and customers as needed.
• Support collection of required documentation related to service events and compliance requirements.
• Escalate provider performance concerns to management for review.

Reporting & Administrative Support

• Prepare and distribute operational reports and service activity summaries.
• Maintain spreadsheets, dashboards, and tracking tools used by the Fleet Assurance team.
• Assist with invoice review, documentation verification, and data entry activities.
• Ensure maintenance records and supporting documentation are complete and accurate.
• Support audits, reporting requests, and administrative projects.

Team Collaboration

• Work closely with TopTech operations, customer service, and account management teams.
• Support implementation of process updates and workflow changes.
• Participate in team meetings and contribute to continuous service improvement discussions.
• Demonstrate a commitment to customer service, professionalism, and teamwork.

Desired Qualifications

• 2-4 years of experience in fleet maintenance administration, service coordination, transportation operations, customer service, administrative support, or a related field.
• Experience working with Microsoft Office Suite and Smartsheet.
• Strong organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Experience working with commercial fleets, maintenance operations, or transportation organizations preferred.
• Knowledge of preventive maintenance programs and repair processes preferred.
• Experience in reviewing invoices, maintaining records, or supporting operational reporting preferred.

Key Competencies

• Customer Service
• Attention to Detail
• Organization
• Communication
• Administrative Support
• Service Coordination
• Problem Solving
• Teamwork
• Accountability
• Time Management

Success Measures

The Fleet Assurance Coordinator will be evaluated on:

• Accuracy and timeliness of maintenance request processing
• Invoice and documentation accuracy
• Completion of assigned reports and administrative tasks
• Recordkeeping and data management quality
• Effective coordination between customers, service providers, and internal teams