Operations Coordinator

Penske Automotive Group - Burlington, NJ

Full-time

Burlington, NJ

Truck Transportation

About the position

The Operations Coordinator will play a crucial role in ensuring the administrative processes of the branch operate smoothly, contributing to operational efficiency, effectiveness, customer satisfaction, and profitability. This position is designed to provide superior customer service and communication to both internal and external customers. The Operations Coordinator will work closely with the branch financial manager, offering guidance and information that enhances branch performance and profitability. The role is based at the Penske facility located at 513 Elbow Lane in Burlington, NJ. 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 is essential to support customer service and branch profitability. The fleet operations responsibilities include completing fleet service activities such as licensing, permitting, and managing in/out service vehicles, as well as researching and processing citations. The Operations Coordinator will also track and coordinate asset outside services, including unit jacket files, wash sheets, fueling, and other vendor support that is not maintenance-related. A collaborative relationship with Fleet Services is vital to support licensing, permitting, citations, and other fleet operations. Additionally, the Operations Coordinator will perform process analyses and reviews in various areas, including billing, credit memos, and accounts receivable. They will investigate and recommend solutions to issues that pose a risk to profitability drivers. Utilizing systems or reports such as Qlikview or AS400 will be necessary 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. The Operations Coordinator will also handle projects and 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.
• Complete Fleet Service activities such as licensing, permitting, and managing in/out service vehicles.
• Track and coordinate asset outside services such as unit jacket file, wash sheets, and fueling.
• Partner with Fleet Services to establish a collaborative relationship for licensing, permitting, and citations.
• 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 or reports such as Qlikview or AS400 for problem-solving and process improvement.
• Maintain District Personnel Files and complete weekly payroll.
• Process paperwork for new hires and handle projects assigned by management.

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 required.
• 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.
• Willingness to travel as necessary and work at the specific location required.