Operations Coordinator - Part Time

Job Title:            Operations Coordinator                                                                                  

Department:     Operations

Reports To:       Operations Manager

Job Summary:

Oversees rental counter and administration to ensure streamlined and customer focused operations day to day. This position is also responsible for all yard activities including the check-in and check-out of trailers.

Duties/Responsibilities:

• Every employee is expected to take care of their health and work safely at all times for themselves, their families and the safety of their coworkers
• Understand and comply with our Core Values and company policies in everything you do 
• Oversee the trailer check-in and check-out procedures including working with the check-in staff. As required, check-in and check-out of all trailers.
• Enter data of new rentals and all required documentation (ex. Rental Contracts) in Salesforce. Enter and maintain up to date and accurate data of trailer condition, including tires and T71 physical characteristics, in Series IV system. Ensure accurate and complete information is obtained and processed in order to provide customer service promised.
• Maintain and document on site inventories of trailers and communicate findings to Operations team daily – primarily through Yard Checks.
• Create cases for chargebacks from inbounds.
• Update MVI and PM for sublet work orders as needed.
• Complete Reefer checks and pre trips.
• Assist with sub dealers yard checks and service.
• Work closely with the Service Writer(s).
• Track Service, “load and store” and other customer trailers in the YARD program as required
• Keep records of transactions and of the number of customers visiting the rental counter
• Dispatch trailers to customers, deliveries and pick-ups as required.
• Liaise with the Service department to ensure trailers requiring repairs are processed.
• Open and close rentals and leases. Review open and close reports and verify customer billing and rates.
• Ensure Trailers and resources are available prior to booking appointments.
• Reserve items for requested times and keep records of items rented.
• Follow up to ensure customers have the right equipment/unit
• Provide information about rental items, such as availability, operation or description of trailers to customers/sales/operations team through review of the STAT and RES reports, checking nationally for availability as required.
• Answer and follow-up on all telephone inquiries from customers/sales/operations team regarding trailer inventory and receive orders.
• Communicate card rental prices, policies and procedures to customers - refer any price adjustments to sales.
• Accurately report customer turndowns.
• Create work orders

• Comply with and ensure compliance with the Company’s Health and Safety program including working in a safe and responsible manner.

• Other duties as required.

Required Skills/Abilities:

• Knowledge of trailer/transportation industry.
• Intermediate computer skills.
• Strong customer service skills.
• Excellent organizational skills.
• A team player that takes initiative and a learner attitude.