Operations Coordinator

Penske Automotive Group - Miami, FL

Full-time

Miami, FL

Truck Transportation

About the position

The Operations Coordinator plays a crucial role in ensuring the operational efficiency and effectiveness of the branch. This position is responsible for completing various administrative processes that support customer satisfaction and profitability. The Operations Coordinator will provide superior customer service and communication to both internal and external customers, acting as a key support to the branch financial manager. This role involves oversight of financial operations, fleet operations, and process analytics, all aimed at enhancing branch performance and profitability. In terms of financial operations, the Operations Coordinator will oversee the accounts receivable process and maintain local collection contacts to support centralized functions. They will monitor lease and contract maintenance, special billing, and proactively resolve any issues that arise. The role also includes managing fleet service activities, such as licensing, permitting, and coordinating asset services, ensuring a collaborative relationship with Fleet Services. The Operations Coordinator will perform process analyses in various areas, including billing and accounts receivable, and will utilize systems like Qlikview or AS400 for problem-solving and process improvement. Additionally, this position involves maintaining district personnel files, completing weekly payroll, and processing paperwork for new hires, along with other projects assigned by the Branch Financial Manager and District Financial Manager.

Responsibilities

• Oversight of accounts receivable process and maintain local collection contacts to support centralized function.
• Monitor weekly and monthly lease, contract maintenance, and special billing, and take the initiative to resolve any issues promptly.
• Complete Fleet Service activities such as licensing, permitting, in/out service vehicles, research, and process citations.
• Track and coordinate asset outside services such as unit jacket files, wash sheets, fueling, and other outside vendor support that is not maintenance related.
• Partner with Fleet Services and establish a collaborative relationship of local/centralized functions to support licensing, permitting citations, and other fleet operations.
• Perform process analyses and reviews in billing, 1211 reports, credit memos, citations, accounts receivable, licensing, and other areas.
• Investigate and recommend solutions and/or guidance to issues posing a risk to the drivers of profitability.
• Use systems or reports such as Qlikview or AS400 to understand the operational dynamics for problem-solving and process improvement.
• Maintain District Personnel Files, JJ Keller reports, complete weekly payroll, and process paperwork for new hires.
• Complete projects and tasks as assigned by Branch Financial Manager and District Financial Manager.

Requirements

• High school diploma or equivalent required, degree preferred.
• Interpersonal and relationship building skills with an ability to collaborate with branch team members.
• Competent written and verbal communication skills.
• 2 years+ experience in customer service financial administrative experience requirement.
• Agile and quick learner, enjoys collaborative projects and continuous education.
• Advanced computer skills including Microsoft Word, Excel, Outlook and PowerPoint required.
• Regular, predictable, full attendance is an essential function of the job.