Service Operations Administration Specialist

2 weeks ago

Itasca, United States Emkay Full time

**SUMMARY**

Service Operations Administration Specialists play a key role in ensuring the EMKAY programs run smoothly and efficiently. This role entails working with EMKAY operating departments, dealerships, and clients to facilitate multiple facets of EMKAY’s service offerings. While the major focus of this department is on the fuel program and dealer relations, these advisers interact with the entire EMKAY team in order to aid our customers. The essential functions of this position are outlined in the following section.
- **ESSENTIAL FUNCTIONS**:

- Subject to change based on department and corporate needs
- Produce the dealer paperwork, including MSO’s, state requirements, driver coupon books and instructions, and producing a secondary drafts if required
- Update EMKAY’s system for all invoices and MSO’s received
- Input all manufacturer invoices into A/R system
- Link vehicles to sub-contracts, depreciation rates, and Competitive Pricing Agreements
- Work with the Client Support Services department and clients to set up NJ Corp. codes
- Process client acknowledgements
- Bar-Code and scan documents as needed
- Communicate with dealers to obtain in-service dates and license plate information
- Generate a weekly temp-tag report and coordinate follow-up
- Ensure proper routing of paperwork for vehicles delivered through our Itasca office
- Assist Department Manager with Manufacturer’s accounts receivable inquiries
- Manage the ordering, canceling, and replacing of telematics devices using the GeoTab online database
- Responsible for the complete fuel card process, including ordering, sending, canceling, and reporting lost or stolen cards
- Set up new clients with fuel & telematics accounts
- Monitor 24hr. turnaround of fuel card requests with our partner Voyager
- Assist drivers and clients with any fuel or telematics problems and questions
- Process fuel billing
- Assist sales, fleet administrators, EFM, & CSS with fuel reports
- Manage Ford Continued Service Plan (CSP) quotations and processing of all CSP related operations
- Fully understand how all EMKAY/CSP product offerings function
- Produce a variety of reports on schedule and with 100% accuracy
- Perform data queries and analyze fleet management information for input into cost models
- Assist in preparation of custom coupon book stock

**ADDITIONAL DUTIES AND RESPONSIBILITIES**
- Responsible for assisting in the departmental customer service effort by conveying a pleasant and articulate manner when answering and making telephone calls to both internal and external contacts
- This position requires a team player that can interact, research, and respond to requests for information and services from personnel in other EMKAY departments in the same timely and accurate manner as that given to outside customers
- The employee must be a self-starter, a problem solver, and possess the multitasking abilities required for working in a fast-paced environment
- Operate general office equipment such as computers, scanners, calculators, fax and photocopy machines
- Open and route incoming mail, answer correspondences, and prepare forms and material for outgoing mail
- Cross-train in order to learn how to perform duties in a backup role for other Vehicle Licensing Services personnel and in turn will cross-train other employees as a backup for own job duties
- Ability to ensure all correspondences are EMKAY compliant as outlined in our Marketing Guideline and posted on the intranet
- Perform special projects and duties as assigned by department supervisor

**COMPETENCIES**
- Strong verbal and written communication skills
- Ability to work without constant supervision
- Research and problem solving skills
- Ability to anticipate, recognize, and define problems while formulating solutions
- Effectively Interact with customer executives, managers, and vendors
- Decisiveness with ability to discern issues that need to be referred to a supervisor
- General arithmetic skills

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