Customer Service Coordinator – Fleet Maintenance Planning, Parts Management & Client Relations at arenaflex

About arenaflex

arenaflex is a leading provider of vehicle rental and fleet solutions, renowned for delivering reliable, high‑quality transportation services across North America. With a commitment to innovation, safety, and exceptional customer experiences, arenaflex continuously invests in its people, technology, and infrastructure to stay ahead of industry trends. Our Bensalem, PA facility serves as a critical hub for servicing a diverse fleet of rental units, ensuring that every vehicle that leaves our yard meets the highest standards of performance and cleanliness. Join a dynamic team where your contributions directly impact the satisfaction of thousands of customers and the operational excellence of a market‑leading organization.

Position Overview

The Customer Service Coordinator at arenaflex plays a pivotal role in orchestrating the maintenance lifecycle of our rental fleet. This position blends customer‑facing communication, logistical planning, and hands‑on mechanical insight to guarantee that every vehicle is serviced promptly, parts are available when needed, and customers receive transparent, proactive updates throughout the service process. Working the first shift from Tuesday to Saturday, you will collaborate closely with technicians, parts specialists, vendors, and billing teams to drive efficiency, productivity, and customer loyalty.

Key Responsibilities

• Workforce & Service Planning: Develop daily and weekly shop work plans by analyzing customer demand, anticipated unscheduled repairs, parts inventory, and technician skill sets. Optimize schedules to maximize shop throughput while maintaining high service quality.
• Customer Communication: Serve as the primary point of contact for customers regarding maintenance status, schedule changes, billing inquiries, and service issue resolution. Deliver clear, courteous updates that reinforce confidence in arenaflex’s commitment to reliability.
• Fleet Readiness Assurance: Ensure that all arenaflex rental units are fully inspected, serviced, and prepared for customer pickup, adhering to internal standards and regulatory requirements.
• Parts Coordination: Verify that required parts are on hand for scheduled work, coordinate with the parts department for expedited orders, and track inventory levels to prevent service delays.
• Vendor Management: Oversee external repair vendors, holding them accountable for quality, timeliness, and compliance with arenaflex specifications. Conduct follow‑up inspections and document performance metrics.
• Customer Satisfaction & Retention: Provide exemplary service that encourages repeat business, gathers feedback, and identifies opportunities for process improvement.
• Shop Productivity Optimization: Continuously assess workflow efficiency, recommend adjustments to the work plan, and implement best practices that enhance productivity without compromising safety.
• Billing Coordination: Partner with district billing clerks to ensure accurate invoicing, resolve discrepancies, and support seamless financial operations.
• Project & Initiative Support: Participate in special projects, process improvement initiatives, and cross‑functional teams as assigned by the supervisor.

Essential Qualifications

• Minimum 2 years of customer service experience in a fast‑paced environment, preferably within automotive or equipment rental services.
• At least 1 year of hands‑on mechanical experience, demonstrating a solid understanding of vehicle systems, diagnostics, and repair processes.
• High school diploma or equivalent is required; an Associate’s, Technical, or Bachelor’s degree is preferred.
• Demonstrated ability to follow detailed instructions, policies, and safety regulations, including DOT, OSHA, and arenaflex safety standards.
• Physical capability to lift up to 50 lb regularly and up to 100 lb occasionally, with the stamina to stand, walk, climb, and work in varying weather conditions.
• Reliable attendance and willingness to work the designated shift schedule, including occasional travel to other arenaflex locations as needed.
• Eligibility to complete a background investigation and drug screening in accordance with arenaflex employment policies.

Preferred Qualifications & Certifications

• At least 2 years of supervisory experience, showcasing leadership, coaching, and team coordination abilities.
• Experience in a service department administration role for 2+ years, handling work orders, parts requisitions, and service documentation.
• ASE (Automotive Service Excellence) certification or equivalent technical credentials.
• Proficiency with service scheduling software, diagnostic tools, and fleet management platforms.
• Prior exposure to vendor management, quality assurance, and contract compliance within a maintenance environment.

Core Skills & Competencies

• Communication Excellence: Clear, empathetic, and professional interaction with customers, vendors, and internal teams.
• Analytical Thinking: Ability to interpret service data, forecast workload, and make data‑driven scheduling decisions.
• Organizational Mastery: Strong multitasking skills, meticulous attention to detail, and the capacity to prioritize competing demands.
• Technical Acumen: Solid grasp of automotive mechanics, parts identification, and diagnostic procedures.
• Problem‑Solving: Proactive identification of service bottlenecks and implementation of effective corrective actions.
• Safety Focus: Commitment to maintaining a safe work environment, adhering to all safety protocols, and promoting a culture of zero incidents.
• Team Collaboration: Ability to work harmoniously with technicians, parts personnel, billing clerks, and management to achieve shared goals.

Career Growth & Development Opportunities

arenaflex invests heavily in the professional development of its employees. As a Customer Service Coordinator, you will have access to:

• Structured training programs covering advanced service scheduling, parts logistics, and customer relationship management.
• Mentorship from seasoned supervisors and senior managers who can guide your career trajectory toward roles such as Service Manager, Operations Supervisor, or Fleet Operations Analyst.
• Opportunities to earn industry‑recognized certifications (e.g., ASE, Certified Fleet Manager) with company sponsorship.
• Cross‑departmental exposure that broadens your skill set and prepares you for leadership positions within arenaflex’s expansive network.

Work Environment & Culture at arenaflex

Our Bensalem facility combines a modern, well‑equipped service bay with a collaborative, employee‑first culture. Key aspects of our workplace include:

• Safety‑First Mindset: Comprehensive safety training, regular audits, and a commitment to maintaining a hazard‑free environment.
• Team Spirit: Regular team huddles, recognition programs, and social events that foster camaraderie and mutual support.
• Innovation Driven: Adoption of cutting‑edge service management software and diagnostic tools to streamline operations.
• Diversity & Inclusion: arenaflex celebrates diverse perspectives and is proud to be an Equal Opportunity Employer.
• Work‑Life Balance: Predictable shift patterns, paid time off, and flexible scheduling options where possible.

Compensation, Perks & Benefits

arenaflex offers a competitive salary package commensurate with experience, along with a comprehensive benefits suite that may include:

• Medical, dental, and vision insurance options.
• Retirement savings plans with company matching contributions.
• Paid holidays, vacation, and sick leave.
• Employee assistance programs (EAP) for personal and professional support.
• Discounted vehicle rental rates for employees and their families.
• Continuous learning stipends for certifications and professional courses.
• Recognition bonuses for outstanding performance and customer satisfaction scores.

Application Process

If you are a proactive, customer‑focused professional with a blend of mechanical insight and scheduling expertise, arenaflex invites you to apply for this rewarding role. Join a forward‑thinking organization where your contributions are valued, your growth is supported, and your career can thrive.

To submit your application, please click the link below and complete the online form. We look forward to reviewing your qualifications and discussing how you can become an integral part of the arenaflex family.

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arenaflex is an Equal Opportunity Employer

arenaflex proudly provides equal employment opportunities to all qualified individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.