Operations Coordinator

Penske Logistics - Miami, FL

Full-time

Miami, FL

Professional, Scientific, and Technical Services

About the position

The Operations Coordinator plays a crucial role in ensuring the administrative processes of the branch operate smoothly and efficiently. This position is essential for supporting operational efficiency, effectiveness, customer satisfaction, and profitability. The Operations Coordinator will be responsible for providing superior customer service and communication to both internal and external customers. This role will also support the branch financial manager by offering guidance and information that contributes to the overall performance and profitability of the branch. 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 weekly and monthly lease, contract maintenance, and special billing, taking the initiative to resolve any issues promptly. Establishing and controlling all related processes to support customer service and branch profitability is a key responsibility. Fleet operations are another critical area of focus for the Operations Coordinator. They will complete fleet service activities such as licensing, permitting, and managing in/out service vehicles. Additionally, the coordinator will track and coordinate asset outside services, including unit jacket files, wash sheets, fueling, and other vendor support that is not maintenance-related. Building a collaborative relationship with Fleet Services to support licensing, permitting, citations, and other fleet operations is essential. The Operations Coordinator will also engage in process analytics, performing analyses and reviews in billing, credit memos, citations, accounts receivable, and licensing. They will investigate and recommend solutions to issues that pose a risk to profitability. Utilizing systems or reports such as Qlikview or AS400 will be necessary for understanding operational dynamics and driving process improvements. Other responsibilities include maintaining district personnel files, completing weekly payroll, processing paperwork for new hires, and managing projects and tasks assigned by the Branch Financial Manager and District Financial Manager.

Responsibilities

• Oversee the accounts receivable process and maintain local collection contacts to support centralized functions.
• Monitor weekly and monthly lease, contract maintenance, and special billing, resolving any issues promptly.
• 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, fueling, and other vendor support.
• Partner with Fleet Services to establish a collaborative relationship for licensing, permitting, citations, and other fleet operations.
• Perform process analyses and reviews in billing, credit memos, citations, accounts receivable, and licensing.
• Investigate and recommend solutions to issues posing a risk to profitability.
• Use systems or reports such as Qlikview or AS400 for problem-solving and process improvement.
• Maintain district personnel files, complete weekly payroll, and process paperwork for new hires.
• Manage projects and tasks assigned by the Branch Financial Manager and District Financial Manager.

Requirements

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

Nice-to-haves

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