Job Description

GENERAL DESCRIPTION:

The Coordinator of Fleet Operations administrative position tasked with optimizing retail Fleet operations, managing tasks ranging from data collection to strategic planning. Key responsibilities include gathering and analyzing operational data, generating reports, and synthesizing information for decision-making, coordinating Fleet operations, facilitating communication and collaboration across teams. Additionally, duties encompass processing service requests, managing invoices, vetting leads, and administering applications.

Furthermore, the position collaborates with stakeholders to enhance sales and operational efficiency through research and innovation. In summary, from processing service requests to managing fleet invoices and accounts receivable, this role oversees the administrative intricacies essential for the smooth functioning of Fleet operations, including assuming responsibility for vetting and administering all fleet leads and applications, serving as the primary point of contact for inquiries and updates related to Fleet sales and operations.

ESSENTIAL FUNCTIONS:

• Provide Level 1 support for Fleet sales and operations at point-of-sale (POS), addressing customer inquiries and resolving issues promptly to ensure smooth transactions.
• Process and manage Fleet service requests efficiently, coordinating with relevant departments to schedule service appointments and ensure timely completion.
• Conduct thorough audits of Fleet invoices and handle billing procedures accurately, verifying charges and reconciling discrepancies to maintain financial integrity.
• Offer administrative support for Fleet accounts receivable (AR) management, including invoice processing, payment tracking, and account reconciliation.
• Administer and vet all incoming fleet leads and applications meticulously, verifying eligibility criteria and ensuring compliance with company policies.
• Ensure timely communication of lead and application statuses to the Fleet Sales Team, Retail Sales, and Store Operations daily, facilitating seamless coordination and customer satisfaction.
• Perform daily audits of fleet sales activities and provide comprehensive reports to the Fleet Sales Team, Retail Sales, and Store Operations, highlighting performance metrics and identifying areas for improvement.
• Utilize data analysis techniques to identify sales opportunities across different fleet types and sales regions, leveraging insights to develop targeted marketing strategies and promotional campaigns.
• Manage all communication and welcome kits for new fleet service accounts, ensuring a positive onboarding experience and fostering long-term customer relationships.
• Collaborate with Marketing & Innovation teams to explore future fleet sales and operational enhancements, conducting market research and assessing industry trends to inform strategic decision-making.
• Recommend and develop relevant process documentation to streamline Fleet Sales & Operations procedures, documenting best practices and standardizing workflows for consistency and efficiency.
• Lead training sessions for Fleet Operations, covering topics such as local and national account management, invoicing procedures, audit protocols, operational compliance, and reporting requirements, ensuring team members are equipped with the necessary knowledge and skills to succeed.
• Propose and implement standard operating procedures (SOPs) tailored to Fleet Sales and Operations to ensure consistency and efficiency, soliciting feedback from stakeholders and refining processes as needed to optimize performance.

Qualifications

KNOWLEDGE, SKILLS, AND ABILITIES:

• Exceptional organizational and communication skills, with the ability to effectively coordinate multiple tasks and convey information clearly and concisely.
• Basic understanding of Fleet operations basic financial principles, such as budgeting, cost analysis, and financial reporting, to support decision-making related to Fleet billing, invoicing, and revenue management.
• Ability to quickly grasp and interpret trends and insights from data to inform decision-making processes.
• Demonstrated aptitude for collaboration and teamwork, fostering positive working relationships with colleagues to achieve common goals.
• Confidence and comfort level in public speaking and meeting presentations.
• Attention to Detail and ability to maintain a high level of accuracy and thoroughness in administrative tasks such as data entry, documentation, and record-keeping to ensure precision in all aspects of Fleet operations.
• Problem-solving skills with the capacity to identify issues, analyze root causes and develop effective solutions to resolve challenges encountered in Fleet operations, fostering a proactive and solution-oriented approach.
• Strong time management skills, with the ability to prioritize tasks effectively, meet deadlines, and adapt to changing priorities in a fast-paced environment without compromising quality or efficiency.
• Customer service orientation towards internal and external customers, demonstrating responsiveness, and professionalism in addressing inquiries, resolving issues, and exceeding expectations.
• Proficiency with Microsoft Office products, including Excel, Word, PowerPoint, and PowerApps. Familiarity with relevant software applications and tools used in Fleet operations, including but not limited to point-of-sale (POS) systems, customer relationship management (CRM) software, and data analysis platforms.

EDUCATION AND WORK EXPERIENCE:

• Bachelor's degree from an accredited college or university in Business Administration, Operations Management, or a related field of study.
• Minimum of 1 year of professional experience working with Microsoft Office products, including Excel, Word, PowerPoint, and PowerApps, demonstrating proficiency in utilizing these tools to support administrative functions and data analysis tasks.
• Previous experience working in a retail environment or in a role related to Fleet management, providing a foundational understanding of industry-specific processes, terminology, and best practices.

PHYSICAL DEMANDS:

• This job operates in an office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.
• While performing the duties of this job, the employee is regularly required to talk and/or hear. The employee frequently is required to stand, walk, use hands and fingers, handle and/or feel; lift/carry up to 25 pounds, and reach with hands and arms