Service Cycle Administrator

Are you highly organized, detail-oriented, and energized by fast-paced operations? We’re looking for a Service Cycle Administrator to play a critical role in keeping our vehicle service lifecycle running smoothly—from work approval to completion.

In this role, you’ll be the backbone of service coordination, ensuring accurate data, seamless communication, and efficient workflows that help maximize fleet availability.

Location: Merchants Fleet Headquarters in Hooksett, NH

What You’ll Do

As a Service Cycle Administrator, you’ll:

• Create and manage service work orders with precision, ensuring all details are accurate and up to date
• Track service progress daily and communicate status updates to internal teams
• Coordinate with vendors to confirm scheduling, documentation, and approvals
• Review invoices, estimates, and completion records for accuracy before approval
• Identify delays, missing information, or overdue work—and proactively escalate issues
• Monitor parts availability and follow up on delivery timelines
• Prepare and distribute service status reports to stakeholders
• Support vendor compliance tracking and performance feedback
• Maintain clear, professional communication with vendors via phone, email, and portals
• Assist with documentation, training notes, and process improvements
• Provide cross-functional administrative support during high-volume periods

What You Bring

• Strong organizational skills and attention to detail
• Ability to manage multiple tasks and priorities simultaneously
• Excellent written and verbal communication skills
• Proficiency in Microsoft Excel and Office tools
• Comfort learning new systems and working in a dynamic environment
• A team-oriented mindset with a proactive, problem-solving approach

Qualifications

• 1–2 years of administrative experience (fleet operations, logistics, or service coordination preferred)
• Experience working with vendors and handling data entry in an operational setting is a plus

Why Join Us?

You’ll be part of a collaborative team that keeps operations moving and makes a direct impact on efficiency and customer satisfaction. If you thrive in a role where organization meets action, this is the opportunity for you.

The Company 

You're invigorated by team collaboration and a fast-paced work environment. Opportunities for growth motivate you to always bring your A-game. You’re tired of being told “no” when you think of ways to improve, innovate, and do things better.

There’s a place for people like you. Welcome to Merchants Fleet.

We’ve been around for more than 60 years, but we’re the fastest growing fleet management company in North America. The fleet industry is behind every delivered package, the summertime memories kids make on their way to camp, and the heavy-duty trucks and vans that keep the lights on. That’s a lot of responsibility, and why we want our employees to always be at their best.

Everything at Merchants Fleet is fueled by our entrepreneurial spirit, including:

• Leadership who truly lead and engage with employees   
• Real career paths and the tools you need to grow and develop  
• A work environment that’s encouraging and collaborative

We know employees won’t stay if they’re not happy, which is why we provide a great benefits package on top of our award-winning work environment. In fact, we’ve just made the “Great Companies to Work For in NH” list for the eighth year in a row and have a 88% employee satisfaction score (higher than the national average of 57%).

So, what are you waiting for? See why a career with Merchants Fleet is the best decision your future self has ever made.