Maintenance Operations Coordinator

WeDriveU is the leader in shared mobility solutions that connect communities, campuses, and workplaces. WeDriveU operates private shuttle and public transit systems across the U.S serving millions of passenger journeys a year. The company's 5,500+ team members operate 4,000 vehicles across 55 U.S. locations, providing safe, reliable and sustainable options as part of a global family of brands serving more than 1 billion bus and rail passengers on four continents. Visit wedriveu.com to learn more about our company, clients and career opportunities.

Position Summary

WeDriveU is seeking a detail-oriented Maintenance Operations Coordinator to support the daily administrative and operational functions of our fleet maintenance department. This role maintains accurate maintenance records, manages work orders in Maximo, coordinates parts and inventory activities, and supports communication between Maintenance and Operations. The ideal candidate has a working understanding of automotive or fleet maintenance operations, strong organizational skills, and experience managing maintenance information and administrative processes. This is primarily an administrative position and does not involve routine hands-on vehicle repairs.

Responsibilities

MAINTENANCE SYSTEMS AND WORK ORDER MANAGEMENT

• Open, update, track, and close maintenance work orders in Maximo, keeping information accurate and complete.
• Enter and maintain repair information, labor details, parts usage, and related documentation.
• Monitor outstanding work orders and coordinate with maintenance personnel for timely updates and completion.
• Maintain accurate vehicle maintenance histories, service records, and supporting documentation.
• Help maintain vehicle asset information in Maximo so records reflect the current fleet at the assigned location.

MAINTENANCE ADMINISTRATION AND COORDINATION

• Support the daily administrative activities of the Maintenance Department.
• Coordinate with Operations to help schedule vehicles for preventive maintenance, inspections, and repairs.
• Facilitate communication between maintenance technicians, supervisors, vendors, and operational personnel.
• Organize and maintain maintenance records, inspection documents, invoices, and other departmental files.
• Assist maintenance leadership with administrative follow-up, documentation, and departmental priorities.

PARTS AND INVENTORY ADMINISTRATION

• Request and process quotations for maintenance parts, supplies, and outside services.
• Prepare parts and inventory requisitions for purchase order processing.
• Receive and record parts and inventory transactions in Maximo.
• Assist with tracking inventory records and reconciling discrepancies.
• Coordinate with maintenance personnel and vendors on parts orders, deliveries, and documentation.

PROCESS IMPROVEMENT, TECHNOLOGY AND AUTOMATION

• Identify opportunities to improve and automate maintenance and administrative processes to increase efficiency, effectiveness, and quality.
• Help eliminate unnecessary administrative steps, duplicate data entry, and repetitive manual tasks.
• Use company-approved AI and digital tools to streamline maintenance coordination, reporting, documentation, and follow-up activities.
• Assist with developing practical solutions that simplify workflows and improve the accuracy and timeliness of maintenance information.
• Work with maintenance leadership to identify operational challenges and recommend process improvements.
• Support the implementation of new tools, automated workflows, and improved administrative procedures.

REPORTING AND RECORD ACCURACY

• Generate maintenance reports and provide information requested by maintenance leadership.
• Monitor work order records and identify missing, incomplete, or inaccurate information.
• Support accurate tracking of maintenance activities, preventive maintenance schedules, and vehicle service histories.
• Help maintain records needed for internal reviews, audits, and applicable maintenance compliance requirements.
• Identify opportunities to improve administrative processes, documentation accuracy, and maintenance system use.

Qualifications

REQUIRED

• High school diploma or equivalent.
• Previous experience in automotive service, fleet maintenance administration, maintenance coordination, or a related environment.
• Working knowledge of automotive or fleet maintenance terminology, repair processes, and maintenance operations.
• Experience with computerized recordkeeping, work order systems, or maintenance management software.
• Proficiency in Microsoft Office or Google Workspace.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities.
• Strong written and verbal communication skills.
• Ability to work effectively with maintenance technicians, operations personnel, and management.

PREFERRED

• Experience using IBM Maximo or a comparable computerized maintenance management system (CMMS).
• Experience in commercial fleet maintenance, transportation, automotive dealerships, or vehicle service operations.
• Familiarity with preventive maintenance programs, parts inventory, and maintenance reporting.
• Experience supporting maintenance recordkeeping, documentation reviews, or audit preparation.
• Technical training or coursework in automotive technology, fleet maintenance, or a related discipline.

ADDITIONAL EXPECTATIONS

• Maintain accurate, confidential departmental records.
• Follow established company policies, procedures, and safety requirements.
• Maintain an organized, professional work environment.
• Demonstrate accountability for the accuracy and timeliness of assigned work.
• Perform other related duties as assigned.

We Offer

Physical Health

• Exceptional Medical, Dental, Vision, and Life Insurance benefits

Financial Health

• Competitive compensation packages
• 401(k) with 4% employer match
• Financial Wellness Tool
• Commuter Benefits

Emotional Health

• Employee Assistance Program (EAP)
• PTO for part-time and full-time positions
• Paid holidays
• Pet & Legal Insurance

Personal Development

• On-the-job training and skills development
• Internal transfer opportunities for career growth

*Benefits vary by position and location

WeDriveU is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment free of discrimination or harassment where thoughts and ideas of all employees are appreciated and respected. We value excellence and recognize that by respecting the diverse backgrounds, skills, and perspectives of our workforce, we will sustain a competitive advantage and remain an employer of choice. We also see diversity as more than policies; it is imperative for enabling us to attract, retain and develop the best talent available.