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The Maintenance Advisor plays a critical role in ensuring vehicles are maintained safely, efficiently, and cost-effectively while delivering exceptional service to drivers and fleet managers. This position combines technical automotive knowledge, customer support, repair authorization, invoice auditing, and problem resolution to keep vehicles on the road and minimize downtime.

This role is ideal for someone who thrives in a fast-paced environment, enjoys solving problems, and takes pride in delivering superior customer service while balancing multiple priorities.

Why This Role Matters

• You help drivers and fleet managers keep vehicles safe, reliable, and operational.
• You ensure maintenance and repair work is completed efficiently and cost-effectively.
• You identify billing discrepancies and cost-saving opportunities.
• You contribute directly to customer satisfaction, vehicle uptime, and overall fleet performance.

Key Responsibilities

Vehicle Maintenance & Repair Management

• Review and interpret automotive and truck technical information, specifications, and service recommendations.
• Assess vehicle repair and maintenance needs by reviewing shop recommendations, maintenance history, and service schedules.
• Issue maintenance purchase orders and obtain approvals as required.
• Verify warranty and service contract coverage and communicate applicable provisions and exclusions.
• Maintain accurate records of maintenance activity, recommendations, and corrective actions.

Driver & Client Support

• Serve as a primary point of contact for drivers, fleet managers, and repair facilities.
• Explain estimates and maintenance recommendations clearly and professionally.
• Answer questions, address concerns, and resolve service-related issues.
• Arrange towing and temporary transportation when necessary.
• Mediate on behalf of clients when repair facilities perform substandard repairs.

Billing & Invoice Review

• Audit vendor invoices for accuracy and process them for prompt payment.
• Resolve billing discrepancies directly with vendors and repair facilities.
• Document cost savings achieved through point-of-sale negotiations and invoice reviews.
• Provide clients with recommendations to effectively manage repair expenses.

Operational Documentation & Collaboration

• Maintain complete, accurate, and compliant maintenance records.
• Collaborate with internal departments to ensure seamless customer service delivery.
• Participate in cross-training and provide backup support to other team members.
• Assist with special projects and additional duties as assigned.
• Remain flexible and adaptive to changing departmental and organizational needs.

What Success Looks Like

• Drivers and clients receive timely, accurate, and proactive communication.
• Maintenance and repair issues are resolved quickly, minimizing vehicle downtime.
• Purchase orders and maintenance authorizations are processed accurately and efficiently.
• Invoice discrepancies are identified and resolved before billing.
• Maintenance files and documentation are complete, organized, and compliant with company standards.
• The advisor demonstrates ownership, sound judgment, and a commitment to exceptional customer service.

Qualifications

Required

• High school diploma or equivalent work experience.
• Strong customer service and communication skills.
• Ability to multitask and manage a high volume of work accurately.
• Basic computer proficiency, including email, spreadsheets, and word processing applications.
• Ability to work independently with minimal supervision.
• Strong organizational skills and attention to detail.

Preferred

• Technical degree in the automotive repair field.
• Current A.S.E. certification and/or Licensed Mechanic designation.
• Previous experience in automotive service, fleet management, leasing, or customer service environments.
• Experience reviewing maintenance estimates and repair invoices.

Skills That Make You Successful

• Strong automotive and mechanical aptitude.
• Clear and professional communication skills.
• Excellent organization and attention to detail.
• Problem-solving mindset with the ability to resolve issues independently.
• Ability to prioritize and manage multiple tasks in a fast-paced environment.
• Strong customer service orientation and collaborative work style.
• Ability to remain calm and effective during urgent or challenging situations.

Work Schedule

This is a full-time position based on a forty-hour work week. Work schedules are determined by customer service requirements and may vary between 7:00 a.m. and 7:30 p.m., Monday through Friday, with a predetermined 30-minute lunch period. Alternating 4 hour Saturday shifts are required.

Physical Requirements

The position requires prolonged sitting, regular use of computers and office equipment, and occasional lifting of up to 30 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.

Work Environment

The work environment is a professional office setting with a low noise level. The position requires regular interaction with drivers, clients, vendors, and internal team members.

Acknowledgement

This job description is intended to outline the primary duties and responsibilities of the position and is not intended to be an all-inclusive list. Responsibilities may be modified or updated at any time based on departmental and business needs.