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Vehicle Maintenance and Operations Coordinator

Company: Cox Enterprises
Location: Lake Forest
Posted on: January 8, 2022

Job Description:

Job Description: The Client Services Coordinator II is a Cox Enterprises corporate based remote employee responsible for the day to day operations of the corporate Fleet within the US and can focus on any combination of shop or non-shop operations. Shop operations responsibilities include documenting, overseeing and coordinating customer vehicles through the Fleet Service program. A few of the other job functions include scheduling, monitoring, and communicated all activities related to the receipt, assignment, inspection, reconciling billing charges, verifying documentation, and performing appropriate data entry. The non-shop operation responsibilities include assignment/tracking of vehicles through their life cycle, compliance, extracting data from various Fleet Management databases, compiling results, analyzing data, presenting recommendations, and support the Fleet Management operation for the Enterprise. Job Responsibilities: Perform various clerical and administrative duties relating to Fleet Services program fulfillment. Maintain customer account agreements, vehicle files, verification of receipt and assignment, records of the completion of work, service/billing files, and other required information. Submit invoices for payment via procurement card or AP invoicing, reconcile charges, and apply department coding on a monthly basis; enter receipts into Fleet Management Systems Maintain detailed accurate, up-to-date information for all company vehicles via Fleet Management Systems, updating vehicle information, driver assignments, customer requests, registration information, work order service and repair information as needed daily. Maintain vehicle compliance resolving motor vehicle violations, track/update vehicle registration, tracking DOT records, IFTA and ANSI information. Analyze, manage, and report customer vehicle information and throughput via daily report/query capabilities. Provide reporting to management team on vehicle usage, expenses, vehicle status, fuel, mileage, vehicle assignments, vehicle repairs, shop throughput, and other vehicle related information. Oversee annual insurance card distribution, fuel cards, driver PINS, vehicle transportation, and accident packets for business partners. Performs a variety of complex, unsupervised tasks with a wide degree of creativity and latitude. (Business Requirements Prioritization; Problem Solving) Work with Manager to achieve customer's expectations of department deliverables through proactive communications, establish and maintain relationships with customers. Respond to customer inquiries relating to assigned customer vehicles, provide quality service, and assist in resolving problems. May be required to provide detailed vehicle information to support utilization and reliability. Utilize the fleet asset maintenance systems to monitor and track vehicle repairs. Communicate and schedule repairs/enhancements with Fleet Services management and location Technicians. Monitor vehicle through Fleet Services fulfillment process to ensure timeline commitment is met. Review completed work ensuring customer quality standards are achieved and/or exceeded. May follow up with customer to confirm completion and satisfaction. Coordinate the reservation of pool vehicles scheduling of repairs/enhancements with business partners and within the team Visibly demonstrate safety commitment by following all safety and health procedures and modeling the behaviors related to such. Work in cooperation with safety leadership in support of all safety activities aligned with Safety Excellence. Work with business partners during BCP (Business Continuity Plan) providing Fleet support during catastrophic events. May work with finance/local management to ensure customers are charged and A/R is collected timely. May be required to operate company or customer vehicles. Other duties and tasks require by Management Qualifications: Qualifications: Where permitted by applicable law, must be fully vaccinated against COVID-19 to be considered for this U.S. based job. (Reasonable accommodations for medical and religious objections will be considered.) High school diploma and 5 years clerical experience or Associates Degree preferred Fleet experience preferred Strong interpersonal skills and the ability to effectively communicate with peers, business partners, and leadership Ability to interact with internal and external business partners supporting corporate policy, standards, processes and procedures Proficient in understanding, analysis, and management of vehicle information to provide recommendations Strong proficiency with computers, Microsoft Office programs, internet based applications, and Fleet Management Software Self-motivated, able to manage expectations, prioritize work to meet deadlines, and work under pressure in a fast paced, high energy environment Knowledge of federal, local, and state laws within region to support compliance of all vehicle related records Strong customer service and organization skills required Works well in a team environment by supporting departmental initiatives and goals Provide excellent communication skills, both written and verbal Must have a valid US state issued driver's license and the ability to travel within region Ability to sit or stand for prolonged periods of time. Ability to perform repetitive data entry tasks, manual dexterity. Vision abilities required include close, distance and depth perception. Travel is isolated to nearby customer locations within assigned region Relocation may be required Work Environment: Occasional exposure to weather conditions, fumes, and noise.

Keywords: Cox Enterprises, Lake Forest , Vehicle Maintenance and Operations Coordinator, Professions , Lake Forest, California

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