Upfit Coordinator

Upfit Coordinator

This administrative role manages the progression of customer orders requiring vehicle customization, including aftermarket equipment installations (upfits). The position coordinates with external vendors to move vehicles through the upfit process on schedule, monitors delivery readiness, and escalates issues to ensure timely customer delivery and vehicle handoffs.

RESPONSIBILITIES:

Vendor Coordination & Order Management:

• Confirms receipt of third-party purchase orders from aftermarket vendors following client approval and Purchase Order release
• Develops and maintains effective working relationships with external suppliers and vendors
• Follows up with vendors daily to monitor upfit progress and ensure completion within customer estimated time of arrival (ETA).

Vehicle Tracking & System Documentation:

• Monitors vehicles from arrival at upfitter through customer delivery, maintaining accurate status in tracking system
• Enters vehicle ready dates and in-service dates into system
• Updates customer ETAs based on upfit progress and communicates timeline changes to relevant stakeholders

Issue Resolution & Escalation:

• Identifies delays, discrepancies, or obstacles that may impact order accuracy or delivery timelines
• Collaborates with internal teams (Purchasing, sales, delivery dealers) and external vendors to resolve issues
• Escalates unresolved concerns to appropriate management to ensure timely resolution

Department Support:

• Cross-trains on other Vehicle Coordination roles to provide backup coverage

REQUIREMENTS:

• Previous experience in vehicle leasing industry or similar position preferred
• Preference for experience moving and monitoring product through a process and communicating and documenting changes
• High School Diploma or equivalent with preference for some college
• Minimum two years of experience with Microsoft Office including Excel, Outlook, and Word
• Organized, energetic and dependable
• Must be detail oriented and have excellent customer service skills
• Must be customer focused and an independent worker
• Professional written and verbal communication skills