Transportation Services Resource Advisor

Summary

The Fleet Services Operations Scheduler role provides critical administrative, customer service, scheduling, and operational coordination support within a fast-paced garage environment. This position operates in a highly reactive setting, responding to real-time equipment issues, breakdowns, road calls, changing priorities, and customer needs. The role serves as a key communication link between customers, shop personnel, supervisors, foremen, vendors, and business partners while helping maintain accurate records, work order documentation, scheduling updates, and operational support processes. Success in this position requires strong organization, attention to detail, sound judgment, customer focus, and the ability to adjust quickly as priorities change. This position works in a garage and office environment and may require frequent interaction with shop personnel, customers, vendors, and leadership. The role requires the ability to manage competing priorities, respond to urgent equipment and customer needs, and maintain accuracy while supporting real-time operational activity.

What You'll Do

• Serve as a primary customer support and communication point by greeting visitors, answering phones, fielding questions, providing unit status updates, and supporting vehicle access.
• Use GeoTab and other operational data sources to support real-time equipment status, vehicle location, usage, emergency code, and customer response needs.
• Coordinate shop scheduling and work order activities, including customer repairs, preventive maintenance, recalls, reschedules, vendor appointments, vehicle transports, and road calls.
• Assign job codes and technicians in collaboration with foremen, validate work order progression, track repair status, and escalate delays or changing priorities.
• Maximize workforce efficiency by developing, adjusting, and maintaining schedules based on skillsets, availability, geographic coverage, emergencies, high-priority work orders, and resource changes.
• Act as a liaison between the department, business partners, vendors, contractors, customers, foremen, supervisors, and external stakeholders to coordinate work through completion and resolve conflicts.
• Manage vendor coordination, outside scheduling, service status updates, invoice, quote, estimate, receipt, inspection form, discrepancy sheet, and other documentation needs.
• Perform SAP-related work, including vendor purchase orders, invoice coding, expensing, and related transactions using SAP GUI, Fiori, Concur, and other applicable tools.
• Maintain accurate electronic and physical records, including work order files, ECM documentation, vendor files, permits, contracts, communications, vehicle files, and other operational documents.
• Support accident and incident reporting, recall processing, regulatory obligations, licensing requirements, permitting, and related compliance documentation.
• Monitor timecard accuracy, employee schedule changes, overtime, sick time, vacation, and related discrepancies as directed by supervision.
• Support fuel, carwash, detailing, unit transfer, pool vehicle, spare shop vehicle, and asset distribution activities to maintain service levels and operational readiness.
• Ensure job-required materials are properly reserved, batched, ready for pick-up or delivery, and supported through accurate close-out and reconciliation.
• Coordinate administrative and office support functions, including supplies, forms, uniforms, printer ink, mail, key cabinets, meeting rooms, catering, team events, facilities requests, business cards, phone lists, and departmental activities.
• Provide leadership updates, participate in tailboards, prepare written and verbal presentations, and communicate job schedules, backlogs, workload, status indicators, and operational priorities.
• Serve as a subject matter resource for OWF and related systems, support data management questions, assist with process improvements and SOP development, provide guidance and training, and perform other duties as assigned.

Education

Experience

A minimum of 6 years of related work experience is required. Job-entry placement will be determined based on a review of college transcripts and related work experience. Experience as a Customer Services Representative, Scheduling Coordinator, Operations Clerk, Administrative Clerk, or other similar position is preferred.

Experience as an Administrative Clerk, or other similar position is preferred. Experience working in a garage, maintenance, field services, transportation, utility fleet, or other high-volume operational environment is beneficial.

Additional Requirements and Qualifications

• Communicate professionally and build effective working relationships with customers, vendors, shop personnel, supervisors, foremen, leadership, and other stakeholders.
• Work effectively in a fast-paced garage environment with frequent interruptions, urgent requests, changing priorities, and real-time operational decisions.
• Plan, organize, prioritize, follow up, solve problems, and optimize time to support daily fleet operations and customer needs.
• Maintain accurate records, work order documentation, vendor files, vehicle files, system data, and other business records with attention to detail and confidentiality.
• Apply working knowledge of fleet services operations, preventive maintenance scheduling, repair tracking, vehicle maintenance planning, work management systems, asset inventory, and fleet operational standards.
• Learn and use systems such as Faster, GeoTab, SAP, ECM, OWF, Concur, and related business applications while supporting process improvements and standard operating procedures.