Operations Coordinator

Penske Logistics - Phoenix, AZ

Full-time

Phoenix, AZ

Professional, Scientific, and Technical Services

About the position

The Operations Coordinator at the Hilton Penske branch plays a crucial role in ensuring the administrative processes that support operational efficiency, effectiveness, customer satisfaction, and profitability are completed effectively. This position is designed to provide superior customer service and communication to both internal and external customers, thereby enhancing the overall operational workflow. The Operations Coordinator will work closely with the branch financial manager, providing essential guidance and information that contributes to the branch's performance and profitability. In this role, the Operations Coordinator will oversee various financial operations, including the accounts receivable process, ensuring that local collection contacts are maintained to support centralized functions. The coordinator will monitor weekly and monthly lease agreements, contract maintenance, and special billing, taking the initiative to resolve any issues promptly. Establishing and controlling all related processes is vital to support customer service and enhance branch profitability. Additionally, the Operations Coordinator will be responsible for fleet operations, which include completing fleet service activities such as licensing, permitting, and managing in/out service vehicles. The role also involves tracking and coordinating asset outside services, such as unit jacket files, wash sheets, and fueling, while partnering with Fleet Services to establish a collaborative relationship that supports various fleet operations. The position also requires performing process analyses and reviews in areas such as billing, credit memos, and accounts receivable. The Operations Coordinator will investigate and recommend solutions to issues that pose risks to profitability drivers. Utilizing systems like Qlikview or AS400 will be essential for understanding operational dynamics and facilitating problem-solving and process improvement. Other responsibilities include maintaining district personnel files, completing weekly payroll, and processing paperwork for new hires, along with any projects or tasks 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, resolving any issues in a timely manner.
• Establish and control all related processes to support customer service and branch profitability.
• Complete fleet service activities such as licensing, permitting, and managing in/out service vehicles.
• Track and coordinate asset outside services such as unit jacket files, wash sheets, and fueling.
• Partner with Fleet Services to support licensing, permitting, citations, and other fleet operations.
• Perform process analyses and reviews in areas such as billing, credit memos, and accounts receivable.
• Investigate and recommend solutions to issues posing a risk to profitability.
• Use systems like Qlikview or AS400 for problem solving and process improvement.
• Maintain district personnel files, 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 the ability to collaborate with branch team members.
• Competent written and verbal communication skills.
• 2+ years of experience in customer service and financial administrative roles.
• 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.

Nice-to-haves

• Experience with Qlikview or AS400 systems.
• Knowledge of fleet operations and management.