Office Operations Coordinator
J. J. Keller & Associates - Neenah, WI
posted 5 months ago
About the position
As part of our Service Operations team, the Office Operations Coordinator will play a crucial role in ensuring that our clients remain compliant with various regulations related to their fleet operations. This position involves a blend of back-office responsibilities and direct client interaction, as well as collaboration with various state agencies across the country. The Operations Coordinator will be tasked with processing vehicle transactions, which include credentialing new units, managing ownership transfers, and handling annual renewals and replacement plates. Accuracy and timeliness are paramount in these transactions, as they directly impact our clients' compliance status. In addition to processing transactions, the Coordinator will be responsible for requesting and monitoring client funds, reconciling accounts, and identifying any issues that may arise during the transaction process. This role requires a proactive approach to problem-solving, as the Coordinator will need to resolve issues directly with state agencies when processing errors occur. The position also involves processing monthly and quarterly IFTA and Mileage taxes, ensuring that all client taxes are completed and filed before the end of each month. To excel in this role, the Operations Coordinator must acquire and maintain a comprehensive understanding of the local, county, state, and federal regulations that pertain to vehicle services transactions. This knowledge will enable the Coordinator to apply regulatory guidelines effectively in various situations, ensuring that client expectations are not only met but exceeded. The ideal candidate will possess strong organizational skills, critical thinking abilities, and a desire to contribute positively to the team and the clients we serve.
Responsibilities
- Processes vehicle transactions such as credentialing new units, ownership transfers, annual renewals, replacement plates, etc. in an accurate and timely manner.
- Requests and monitors client funds for transactions.
- Reconciles accounts and requests additional funds when needed.
- Identifies and fixes issues pertaining to transactions in a timely manner.
- Works with appropriate internal and external resources as applicable.
- Processes monthly and quarterly IFTA and Mileage taxes within tight turnaround times; ensuring clients taxes are completed and filed prior to the end of the month.
- Resolves issues directly with the state when processing errors occur on behalf of the client.
- Acquires and maintains in-depth knowledge of the applicable local, county, state, and federal regulations that pertain to vehicle services transactions.
Requirements
- 2+ years of professional services experience utilizing Excel.
- Post-secondary education in a business-related field preferred.
- Proficient in MS Office Suite with a heavy focus on Excel.
- Strong organizational, problem solving, communication, and critical thinking skills.
- Knowledge of local, state, federal regulations pertaining to vehicle credentialing desirable.
- Ability to apply regulatory knowledge in a variety of situations.
- Independent and strong decision-making skills.
- Ability to deal with ambiguity.
- Desire to meet and exceed client expectations.
Nice-to-haves
- Experience in a similar role within the transportation or fleet management industry.
- Familiarity with IFTA and Mileage tax processes.
Benefits
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Referral program
- Retirement plan
- Tuition reimbursement
- Vision insurance
