Position Summary: Responsible for rental shop administrative activities in accordance with company policies and procedures, including tracking of rental assets, scheduling pick-ups and deliveries, and coordination of proper paperwork for corporate invoicing processes. This position is required to provide excellent internal and external customer service and be a highly motivated, cooperative, process-oriented individual who thrives in a fast-paced customer service environment.
Essential Duties and Responsibilities
- Using standard processes and procedures, efficiently manage data and files to provide an accurate view of important operational functions, such as vehicles, training, units on rent, remains, fleet status, etc.
- Track all units on rent, rental location, customer information, and the number of ducts and splitters on the job site (including all equipment swaps and demos).
- Responsible for ensuring visibility to the billing department, which may include sending unsigned BOLs and following up with signed paperwork in a timely manner.
- Maintain and update expiring rental contract return dates as needed in appropriate applications.
- Report on unreturned and damaged ducting when the jobs are completed and provide an overview of relevant parties for a chargeback to the customer or removal from the asset register.
- During heat season, maintain a fleet status report for weekly management review calls; after the review call, sort out any uncovered discrepancies and provide a revised status report.
- Manage the GeoForce application, including—but not limited to—new equipment setup, grouping equipment into jobs, tracking movement and status, and completing unit swaps.
- Source suppliers (vendors) and collaborate with Accounts Payable established processes for initial vendor setup (EFT Forms send along with credit information).
- Create a requisitions and purchase orders (POs) process, reports on receipt of supplies and parts, and proper invoice processing if supplies are not centrally maintained.
- Follow the organization’s policies and processes to control and maintain shop supplies.
- Collaborate with the Finance/Fleet Management department to ensure that trailers and vehicles are properly documented, tagged, and titled at all times. In addition to maintaining paperwork, may apply tags and labels to trailers and vehicles.
- Adhere to organization procedures to align the field and shop processes to provide information to the corporate office in a timely manner.
- Provide information and support from the area of authority to the local Operations Manager, Service Manager, and corporate teams on a regular and impromptu basis.
- In collaboration with the Service Manager, assist JetHeat core returns with proper paperwork, maintain MRA tracking of replacement core, and communicate status to relevant parties.
- Organizing equipment logistics (hotshot or broker) to transport loads to customer job sites or inter-company domestic or international shipments in compliance with business controls/procedures and ongoing analysis of transportation and logistics plans to support defined business objectives.
- Perform operations/shop administrative support, including, but not limited to, timely processing of paper mail and packages, and assisting with setting up travel (hotels, flights) for technicians.
- Assists with overall warehouse operations, planning, and daily activities, including receiving and stowing, picking and packing, shipping, inventory management, and documentation.
- Coordinate with Customs and Border agencies to efficiently import/export heating equipment and parts, as well as general operating supplies, including, but not limited to, managing customs documentation forms with designated carriers, brokers, and forwarders, creating commercial invoices, packing lists, etc. as required.
- May be the local HSE location rep for Safety compliance, including, but not limited to, employee onboarding, safety training, and safety reporting to the Operations Manager and Service Manager for employee safety standards accountability.
- Cross-train/fill in for other team members across the organization when required.
- Provide an exceptional customer experience in all aspects of service and support actions.
- Maintain and continue to develop in-depth knowledge of products and services.
- Maintain thorough knowledge of, actively practice, and promote safe working conditions in accordance with all company policies, procedures, standards, and Federal, State, and country-required regulations.
- Perform other tasks, activities, and special projects as assigned.
- Computer Skills: To perform a job successfully, an individual should have knowledge of Microsoft Office applications (Word, Excel, etc.), Adobe PDF, Inventory software, Order processing systems, and other business software applications.
Job Type: Full-time
Pay: $25.00-$30.00 per hour
Expected hours: 40 per week
Additional pay:
- Bonus pay
Benefits:
- Dental care
- Extended health care
- Life insurance
- Paid time off
- RRSP match
Flexible language requirement:
- French not required
Schedule:
- Monday to Friday
- Overtime
Work Location: In person
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