Operations & Admin VA

Job Summary: We're on the hunt for a proactive, well-spoken Fleet Operations & Dispatch Coordinator to keep our maintenance and repair operations running smoothly across a large managed vehicle fleet. You'll be the connection point between our business clients and our network of approved service vendors — taking in service requests, dispatching the right technician, tracking every job through to completion, and handling the purchase order and invoicing work on the back end. This is a client-facing role where clear spoken and written English, sound judgment, and consistent follow-through matter more than anything else.

Key Responsibilities:

• Take in, log, and triage incoming vehicle service and maintenance requests from business clients
• Dispatch jobs to the right approved technician or vendor based on location, availability, and service type
• Coordinate scheduling directly with clients and vendors by phone and email, confirming appointments and clearing up conflicts
• Track every open job from intake through completion, following up proactively so nothing stalls
• Keep accurate, up-to-date records of vehicles, service history, vendors, and job status in our ticketing system
• Pass status updates, delays, and completion confirmations to clients without being asked
• Create and process purchase orders for approved work
• Prepare, review, and issue invoices, matching vendor charges against approved work orders
• Double-check vendor invoices for accuracy and flag discrepancies before they reach billing
• Keep vendor records, contact details, and service coverage information current
• Escalate urgent or out-of-scope issues promptly with the relevant context attached
• Document recurring processes so they can be repeated consistently

Mandatory Skills:

• Excellent spoken English with clear pronunciation and confident phone presence — this role involves daily voice communication with clients and vendors
• Excellent written English for professional client and vendor correspondence
• Prior experience in a coordination, dispatch, scheduling, customer service, or operations support role
• Comfort working daily inside a CRM or ERP system, with the ability to get up to speed on a new platform quickly
• Solid administrative and data entry accuracy — records must be correct, not approximately correct
• Experience with basic billing, invoicing, or purchase order processing
• Strong organizational skills and the ability to keep many open items moving at once without losing track
• Able to prioritize under pressure and make sensible decisions when plans change
• Discretion and reliability when handling confidential client and business information
• Strong communication skills and professional responsiveness
• Dependable, detail-focused, and able to work independently
• Reliable high-speed internet, a quiet professional workspace with a headset, and a documented backup plan for power and connectivity outages
• Willingness to sign a confidentiality and business-rules agreement

Preferred Skills:

• Hands-on experience with Odoo, particularly ticketing, purchase order, or invoicing modules
• Background in fleet management, logistics, transportation, automotive service, or field service dispatch
• Familiarity with vendor or supplier coordination and follow-up
• Experience working with US-based clients
• Basic understanding of vehicle maintenance and repair terminology
• Comfort with spreadsheets for tracking and reporting
• Able to handle multiple projects and competing priorities at once
• Interest in growing into a broader operations role over time

Why Join Us:
This is a role with genuine ownership — you'll be the person clients and vendors rely on to get things moving, and your work will be visible every single day. We're an established operation with a real workflow and systems already in place, so you'll be joining something that works rather than building from nothing. There's clear room to grow both your hours and your responsibilities as you establish yourself.