Maintenance & Invoice Data Coordinator ( Fleet)

Portway Solutions

1 - 3 years

2 - 4 Lacs

noida greater noida delhi / ncr

Posted:4 days ago| Platform:

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Skills Required

vendor coordination & reconciliation data entry operation

Work Mode

Work from Office

Job Type

Full Time

Job Description

Maintenance & Vendor Data Coordinator

Location: Noida

Shift: Night Shift

Company: Portway Solutions India Pvt. Ltd.

About the Role

Portway is hiring a Maintenance & Vendor Data Coordinator to support our Canadian logistics and fleet operations. This role involves accurate data entry, invoice processing, vendor coordination, and maintenance-related documentation. You will work closely with vendors, internal teams, and branch contacts to ensure all maintenance, rental, and lease activities are recorded and reconciled properly.

Data Entry & Documentation

Enter all maintenance, rental, and lease documents/invoices into the system accurately and on time.
Record labour, parts, and services for each work order. • Create new parts in the system using the correct VMRS codes. • Scrutinize invoices to ensure correct billing entity, relevant parts, and appropriate labour charges.
Daily indexing of all documents for seamless records management.

2. Vendor Coordination & Reconciliation

Perform monthly vendor statement reconciliation. • Communicate with vendors (verbal & written) to request missing invoices and resolve short/overpayments.
Follow up on open Purchase Orders (POs) with branches and vendors as per weekly KPIs.

3. Rental & FSL Unit Management
Set up rental units in the system, including all associated costs. • Run monthly templates for rental units and Full Service Lease (FSL) units. • Process and create accruals for FSL fixed charges
.

Additional Tasks

Process warranty invoices and ensure correct documentation. • Support internal departments with maintenance-related queries. • Perform other operational and administrative tasks as assigned.

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Maintenance & Invoice Data Coordinator ( Fleet)