Fleet and Factory Coordinator

3 weeks ago

Livermore, United States Toyota Material Handling Full time
WHAT DOES THE FLEET AND FACTORY COORDINATOR DO?

The Fleet and Factory Coordinator will coordinate all repairs on Full Maintenance and Rental units in our portfolio. This will include research, approval, and rejections, while ensuring the purchase order process is being used accurately. The Factory Coordinator will also assist the Warranty Administrator with coordinating, approving, filing, and submitting warranty claims, ensuring all pictures and documentation are provided and completed in a timely fashion. Lastly this position will bill all TMHU factory related maintenance and repair invoices such as, but not limited to, Planned Maintenance (PM) repairs, T360 Planned Maintenance, etc.

WHAT ARE THE MAIN RESPONSIBILITIES?

General:
  • Assist customers, sales, and service department with FM related invoice/billing questions for all branches
  • Manage TMH Fleet email and respond in a timely manner
  • Process out of area invoices for vendors and supporting dealers
Fleet:
  • Review Full Maintenance repairs and provide all approvals and purchase orders necessary for job completion
  • Manage Full Maintenance Work in Progress (WIP)
  • Bill all Full Maintenance invoices, including planned maintenance and repairs, while ensuring the Purchase Orders are processed accurately
Rental:
  • Review Rental repairs and provide all approvals and purchase orders necessary for job completion
  • Manage Rental WIP and bill all Rental invoices to include planned maintenance and repairs, while ensuring Purchase Orders are processed accurately
Factory Billing:
  • Complete all factory Billing of T360 Warranty and TMHU Fleet Customers while adhering to special processes
  • Complete all billing adjustments for TMHU invoices
Warranty:
  • Assess when a Repair is under warranty
  • Take calls from Technicians and Service Advisors surrounding warranty coverage as needed
  • File all Warrantable Claims within the guidelines of the manufacturer's Warranty Policies and Procedures
  • Resubmit Claims within the guidelines of the manufacturer Warranty Policies and Procedures
  • Ensure each claim is reviewed for proper documentation, allowed labor hours and proper retention of parts prior to submission
  • Request as much documentation and information from Service Advisors and Technicians as possible, including electronic images and / or video for claim back up
  • Ensure timely invoicing/billing of all warranty work orders and completion of each full claim
Requirements

WHAT ARE THE REQUIREMENTS?

Required:
  • High school diploma
  • 1-3 years of relevant office/clerical experience, preferably in an industrial environment
  • Strong computer skills with experience working with legacy computer systems that use function keys
  • Experience using MS Excel and other database(s) for tracking and data input
  • Demonstrated expertise in customer service and/or administrative skills gained in previous positions
  • Detail-oriented with strong organizational skills
  • Proven experience working effectively in a team environment with strong communication & listening skills
  • Ability to shift priorities and manage multiple tasks in a fast-paced environment
  • Ability to take direction from others and work under pressure
  • Ability to accurately file documents
Desired:
  • Intermediate level knowledge of MS Word, Excel, and Outlook
  • 3+ years of experience keyboarding alpha/numeric data entry & filing
  • Some college, business and/or business school


Salary Description

$22-26/hr DOE

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