Fleet Maintenance Coordinator

Company DescriptionCharlie'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 cultureMedical/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 anhour, Dependent on experiencePotential 90-day performance-based raiseYearly review with possibility of increase based on performance and tenureJob DescriptionShift:7:00am - 3:30pmSchedule flexibility on weekends and holidays, as neededJob Summary:We are looking for a dependable and detail-orientedFleet 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, andrespond 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.Addparts 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.QualificationsDesired Minimum Qualifications:1+ years of previous physical inventory management experience, specifically with machine parts.

Created: 2026-01-19