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Fleet Coordinator

3 weeks ago

Calgary, Canada New West Truck Centres Full time

**Fleet Coordinator - Calgary**

**Why Work Here**
At New West Truck Centres, our Fleet Coordinators are trusted partners to our commercial and fleet customers. You are the central point of contact ensuring their vehicles stay on the road and their operations keep moving. This role combines relationship management, organization, and technical accuracy, all while providing exceptional service. You’ll have a clear roadmap of your responsibilities, hands-on training, and support from a professional team that values collaboration, adaptability, and open communication.

**Treated Well**
You will work in a culture of respect and teamwork where managers and colleagues support you, listen to your ideas, and help you succeed. Everyone contributes to keeping our customers’ fleets running efficiently, and your role is key to delivering that promise. A positive attitude, initiative, and the ability to resolve conflicts professionally are all part of what makes our team thrive.

**Trained Well**
We provide a structured onboarding process, in-house training, and access to our dealership management systems and manufacturer programs. You’ll gain strong working knowledge across multiple departments, including Service, Parts, and Sales, to help you excel and grow in your career. A basic understanding of truck systems or service operations will help you get up to speed quickly and make a strong impact from day one.

**Paid Well**
Our total compensation package includes job security, health, dental, vision care, life insurance, EFAP, and RRSP matching. The salary range for a Fleet Coordinator is **$60,000.00 to $70,000.00 per year** (based on education and experience), **plus eligibility for monthly performance bonuses**.

**The Role**
Under the supervision of the Service Office Manager, the Fleet Coordinator serves as the primary contact for assigned fleet customers. You will oversee the entire repair order process from intake and estimating to completion and follow-up while maintaining strong communication and trust with both customers and internal teams. Success in this position requires exceptional customer communication skills, strong organization, and unwavering attention to detail. The ability to multitask, adapt to change, and collaborate effectively with others will help you excel in this dynamic environment.

**Customer Relations - 70% of your time**
Act as the main point of contact through the entire lifecycle of the repair order (RO). Provide timely updates to customers regarding repair status, approvals, and changes. Explain the nature of work to be performed and all estimated costs prior to starting repairs. Promote preventative maintenance programs and track when vehicles are due for service. Communicate dealership promotions and additional service opportunities. Obtain and verify VIN, mileage, company details, and contact information for accuracy. Ensure customer data is complete and current in the dealer management system (DMS). Build trust and rapport through consistent, professional, and transparent communication. Demonstrate patience, professionalism, and problem-solving skills when handling customer concerns or conflicts.

**Problem Solving and Coordination - 30% of your time**
Create, manage, and track repair orders for multiple fleet customers simultaneously. Coordinate with the Service and Parts teams to confirm job details and required components. Check for warranty or recall coverage and include details in the repair documentation. Review and confirm all documentation and estimates before final invoicing. Resolve customer issues promptly and professionally while showing initiative to improve processes. Assist teammates during busy periods and support the department with additional tasks as required.

**Education**
High School Diploma required (Post-Secondary education in a related field is an asset).

**Experience**
Minimum 5 years of experience in a Service Advisor, Service Writer, or Heavy Equipment Technician role (automotive or heavy truck industry). Exceptional customer service and organizational skills. High level of computer proficiency, including Microsoft Office and DMS systems. Ability to multitask and perform under pressure while maintaining attention to detail. Professional presentation, adaptability, and teamwork skills.

**3 Things to be Successful as a Fleet Coordinator**
Customer-focused mindset - You take pride in delivering service that builds loyalty and trust. Strong multitasking ability - You manage multiple repair orders efficiently without sacrificing quality or communication. Collaborative approach - You work closely with Service, Parts, and Sales teams to ensure a seamless customer experience.

**Other Details**
This description summarizes the key responsibilities and is not an exhaustive list. From time to time, you may be asked to take on tasks outside of this description. One thing we never say at New West is, “It’s not my job.” We welcome all qualified applicants to apply.