The Mechanic Shop Coordinator is a newly created position that will play a vital role in keeping our fleet of over 200 vehicles and equipment running safely and efficiently. Safety is our number one priority, and our crews depend on well-maintained, reliable equipment to do their jobs every day. The Mechanic Shop Coordinator will be at the center of making that happen.
In this role, you will manage maintenance schedules, coordinate repairs, oversee work orders, and ensure compliance with DOT and FMCSA regulations. You'll serve as the main point of contact between our mechanics, drivers, vendors, and management, keeping communication clear and operations on track. You'll also track parts inventory, manage fleet software, handle vehicle registration renewals, and analyze repair-versus-replacement decisions to help leadership make smart financial choices
These duties represent what we believe this position will be responsible for and are not intended to be a complete list. This is a new position, and responsibilities may evolve and adjust over time as the needs of the company and the role develop.
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Coordinate and schedule preventive maintenance and repairs for all fleet vehicles and equipment
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Communicate repair status and scheduling updates to mechanics, drivers, vendors, and management
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Serve as the primary point of contact for incoming service calls, driver vehicle inspection reports (DVIRs), and service-related inquiries
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Support emergency repair coordination as needed
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Create, update, and maintain accurate work orders, maintenance records, and inspection reports
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Apply vendor receipts and invoices to corresponding work orders
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Administer fleet management software, including adding and updating driver profiles, asset records, and related data
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Ensure shop operations comply with DOT and FMCSA regulations
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Manage vehicle registration renewals and coordinate with the DMV
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Maintain shop cleanliness, organization, and adherence to workplace safety standards
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Support DOT vehicle inspection readiness and prepare FMCSA compliance documentation
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Assist with training of mechanics
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Track parts inventory and order parts, supplies, and materials to maintain adequate stock levels
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Conduct regular physical inventory counts and reconcile against system records
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Coordinate the setup and onboarding of new assets across all systems and processes
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Maintain and update equipment depreciation schedules
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Support vehicle financing processes and documentation
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Analyze repair-vs-replacement decisions for fleet vehicles by running cost reports and evaluating data
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Present findings to stakeholders in a clear, easy-to-understand format to support informed decision-making
Other Duties as Assigned
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24 years of experience in an administrative support role
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Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment
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Proficiency in Microsoft Office365
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Excellent communication skills able to work effectively with mechanics, drivers, vendors, and management
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Ability to translate financial data into clear, easy-to-understand reports
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Detail-oriented with strong data entry and recordkeeping accuracy
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1-2 years of experience in fleet coordination, shop administration, or a related support role
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Experience in landscaping, construction, or a similar field-service industry
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Working knowledge of DOT and FMCSA regulations
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Experience with fleet management software (such as Samsara, RTA, or similar platforms)
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Familiarity with parts procurement and inventory management
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Knowledge of vehicle depreciation schedules and asset lifecycle planning
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Experience supporting compliance audits or DOT inspections
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Basic understanding of vehicle systems and repair terminology
This is a full-time, in-office position working Monday through Friday, 40 hours per week. Occasional evening or weekend hours may be required based on business needs.
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Salaried, between $54,080 and $68,000, depending on experience, paid weekly
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Comprehensive and affordable health insurance: medical, dental, vision, mental health, and alternative medicine
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Paid time off and holidays
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401k with generous company match
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40% employee discount on all plants and retail merchandise
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Partner discounts and employee store passes at Danner, Carhartt, Duluth Trading, Adidas, and Columbia
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Tuition reimbursement for ongoing education
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Opportunities for professional growth and advancement within the company
Dennis 7 Dees is a family-owned and operated business with deep roots in the Portland area. Along with our retail gardening stores, we provide residential and commercial landscaping services throughout Oregon and southwest Washington. Equal opportunity employer.
Offered compensation: $54,080/yr - $68,000/yr
- Administrative support experience
- Fleet management experience (optional)
- Microsoft Office (optional)
