Fleet Maintenance Coordinator

Charlie’s Produce - Who We Are:

Charlie's Produce is a privately owned wholesale produce company. We are the largest privately owned produce wholesaler on the West Coast, and we are growing. The secret to our success in this industry is PEOPLE! We strive to hire the best and we reward them with a working environment that fosters loyalty, stability, innovation, and growth. Charlie’s was founded in quality, and we are proud that it is still our focus.

With a team of dedicated people who are passionate about food, supply chain, and their community we are looking for like minded individuals to help further our goal to enhance our communities through quality produce.

What we offer:

• An amazing company culture!
• Medical/Dental/Vision on the first of the month following hire.
• ESOP (Profit Sharing) and 401(k).
• Paid vacations, paid holidays.
• Pre-tax commuter benefits, and onsite parking.
• Coverage under State Sick Leave.
• 100% Prepaid College Tuition for employees and their dependents.
• Employee assistance program (EAP).

Additional Compensation Details:

• $28.00 - $32.00 an hour, Dependent on experience
• Potential 90-day performance-based raise
• Yearly review with possibility of increase based on performance and tenure

Shift: 7:00am - 3:30pm

Schedule flexibility on weekends and holidays, as needed

Job Summary:

We are looking for a dependable and detail-oriented Fleet Maintenance Coordinator to support our Fleet Maintenance Department by managing critical administrative, inventory, and operational functions that keep the fleet running smoothly. This role oversees work orders, the Out-of-Service (OOS) log, parts inventory, and quality control audits, while serving as a primary point of contact for drivers, vendors, and internal stakeholders. Success in this position requires clear communication, attention to detail, and collaboration with mechanics, vendors, and leadership to ensure timely and efficient fleet operations.

Essential Duties and Responsibilities:

• Serve as the primary on-site contact for drivers and vendors, directing them to the correct vehicle, contact, or location.
• Answer the shop’s main phone line and email inbox, and respond to inquiries from vendors, drivers, supervisors, and other departments.
• Request and process invoices from vendors for completed work through DocLink.
• Order and track vehicle parts from vendors, ensuring timely availability for repairs and maintenance.
• Pre-order and organize parts for upcoming preventative maintenance.
• Create, update, and maintain work orders in the fleet maintenance system.
• Maintain and update the OOS (Out-of-Service) log.
• Conduct daily audits of Down-Time Tracker using BI reports and OOS log.
• Review work orders to verify correct tasks, notes, parts, and documentation.
• Add parts used to work orders to maintain accurate inventory records.
• Process and track core returns, returning unused parts to inventory.
• Perform regular physical inventory counts and adjust levels as needed.
• Reorganize parts storage bin locations to optimize storage and accessibility.
• Physically inspect the yard and perform walk-throughs to verify the location and status of vehicles in repair.
• Ensure accurate documentation of vehicles movement between the yard, shop, and vendor locations.
• Work with the Fleet Maintenance Manager and mechanics to ensure smooth daily operations.
• Ensure all records and documentation comply with internal policies and regulatory requirements.

Peripheral Duties: 

• Complete additional tasks and special projects as assigned.
• Operate a company vehicle as needed to assist drivers with pick-up/drop-off of vehicles or to collect parts from vendors.

Desired Minimum Qualifications:

• 1+ years of previous physical inventory management experience, specifically with machine parts.
• 6+ months of previous experience in administrative, billing, or order processing roles, with basic understanding of invoicing and billing processes.
• Must be comfortable speaking on the phone.
• Must be skilled in time management and be capable of meeting hourly/ daily deadlines.
• Must have strong organizational and planning skills with high attention to detail and accuracy.
• Ability to lift up to 50lbs frequently.
• Ten Key by touch / 9,000+ keystrokes per hour.
• Team-oriented with strong interpersonal skills.
• Ability to communicate professionally and clearly in both verbal and written forms.
• Proficiency in Microsoft Office.
• Ability to manage and prioritize multiple tasks while meeting deadlines.
• Flexibility to adapt quickly to real-time changes in a fast-paced shop environment.
• Proven critical thinking skills able to deal with a variety of details simultaneously.
• High school diploma or equivalent .
• Valid driver’s license with a clean driving record.

Preferred Qualifications:

• Previous experience working in a vehicle repair shop, either or passenger or truck.
• Previous experience with forklifts.

All your information will be kept confidential according to EEO guidelines.

This is a safety-sensitive position.

This employer participates in E-Verify and will provide the Social Security Administration and if necessary, the Department of Homeland Security with information from each new employee's Form I-9 to confirm work authorization.

We do not provide H1-B sponsorships at this time.

Please note that the pay range provided is a good faith estimate for the position at the time of posting. Actual compensation will be dependent on factors, including but not limited to, the individual’s qualifications, experience, knowledge, skills, and abilities as well as physical work location within the state.

For additional protected privacy information please visit: Privacy Policy | Charlie's Produce (charliesproduce.com)

Charlie's Produce is an Equal Opportunity Employer

Visit our Employment Page for more details or to view our privacy center: https://www.charliesproduce.com/careers/

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