Fleet Maintenance Specialist

This is a fully remote position, open to applicants in Washington.

📋 Description

• Oversee rental programs related to repairs by confirming rental status, approving or rejecting rental requests, validating rental invoices, and resolving vehicle availability concerns.

• Evaluate and supervise the workflow of third-party repair orders.

• Handle escalations and exceptions, which include system upgrades, reviewing vehicle service history, analyzing labor time, and making labor/part pricing decisions.

• Audit finished repairs to ensure compliance with authorizations, manufacturer recommendations, warranty coverage, and program policies.

• Reconcile invoices with approved estimates and address billing discrepancies as well as unauthorized additional charges.

• Communicate updates on repair status, timelines, costs, approvals, delays, and changes in expenses to customers and the Customer Success team.

• Monitor vendor turnaround times, cost compliance, and service-level data; generate vendor scorecards and details for escalations.

• Maintain comprehensive records of approvals, audits, and repair expenses; track expenditures against the budget.

• Create regular reports on maintenance spending, vehicle downtime, and potential cost-saving opportunities.

• Assist in expanding maintenance services by drafting process documentation, aiding vendor onboarding, testing workflows, and identifying operational challenges prior to launch.

⛳️ Requirements

• Minimum of 2 years of experience in fleet services, automotive service management, warranty administration, claims, vendor management, or operations that involve cost review and third-party accountability.

• Willingness to identify discrepancies and seek resolutions even when facing vendor resistance.

• Proficient in reading repair estimates and invoices to differentiate between essential work, upsell opportunities, and work covered by warranties or service contracts.

• Advanced skills in Excel, including the use of lookups, formulas, and data analysis.

• Comfortable navigating databases or operational software.

• A mindset focused on improvement within a growing service line with changing processes.

• Excellent customer-facing communication skills, including the ability to explain repair decisions, timelines, and unexpected costs to non-technical audiences.

• Knowledge of fleet maintenance or telematics platforms.

• Familiarity with data analytics tools such as Sigma or Tableau.

• Experience with workflow/project management tools like Jira or Confluence.

• Knowledge of cloud file systems such as SharePoint.

• Ability to quickly acquire knowledge of EV-specific maintenance, high-voltage service requirements, and the differences in servicing EVs versus internal combustion vehicles.

• Alignment with the employer’s core values and the ability to exemplify them in professional interactions.

🏝️ Benefits

• Eligible for an annual bonus.

• Option for remote work for the right candidate.

• Voluntary remote work on Mondays and Fridays for in-office employees.

• Empowerment to take initiative and transform ideas into action.

• Chance to influence company operations and contribute to its development.

• Equal opportunity employer dedicated to DEIB initiatives.