What are the responsibilities and job description for the Operations Administrator position at Fleet Team, Inc.?
OPERATIONS ADMINISTRATOR - INDEPENDENCE, OH (ON-SITE)
JOB SUMMARY
The Operations Administrator will facilitate a variety of internal operations needs, including client short-term rentals and transportation/freight. They will communicate consistently with Fleet Management Services (FMS), external suppliers/vendors, customers, and internal Operations team members. Additionally, they will serve as a backup for sales coordination and client billing for non-rental programs.
ESSENTIAL FUNCTIONS
JOB SUMMARY
The Operations Administrator will facilitate a variety of internal operations needs, including client short-term rentals and transportation/freight. They will communicate consistently with Fleet Management Services (FMS), external suppliers/vendors, customers, and internal Operations team members. Additionally, they will serve as a backup for sales coordination and client billing for non-rental programs.
ESSENTIAL FUNCTIONS
- Bills clients in ERP system for short-term rentals and any associated invoicing or reconciliation, including billing in 3rd party sites/portals.
- Prepares various billing summaries (e.g. rental, maintenance, etc.) for all clients, collaborating with the Billing & Contracts Administrator to make proper billing changes as needed.
- Audits and approve all short-term rental invoices submitted by suppliers in Salesforce. Coordinate with applicable FMS team members and suppliers to resolve issues that arise.
- Reconciles short-term rental contracts to close out lapsed contracts without corresponding billing activity, and ensures systems accurately reflect current contracts.
- Runs short-term rental unit reporting and follows up with Fleet Management Services team on extended short-term rental units that should be converted to long-term rental with suppliers.
- Coordinates transportation of units being transferred from existing customer sites or stock inventory. Approves related supplier charges and coordinate applicable rebill to customer.
- Codes and approves all Fleet Team invoices in Corcentric platform, including freight/transportation invoices, with final review from the Director of Operations.
- Serves as backup for client billing and sales coordination functions, supporting the Billing & Contracts Administrator and Operations Coordinator.
- Supports other project-based internal operations needs as requested.
POSITION QUALIFICATIONS
EDUCATION
- High School Diploma required. Bachelor’s degree in Business or related field preferred.
EXPERIENCE
- At least three years of experience in a business support or finance/accounting support role, with industrial experience preferred.
- Previous experience working in ERP/CRM systems.
- Experience with billing or rental coordination highly preferred.
ADDITIONAL REQUIREMENTS
- Proficient in data/information organization and entry.
- Strong problem-solving skills: ability to work with incomplete information.
- Intermediate skills in Microsoft Office suite.
- Works effectively both independently and collaboratively as part of a team.
- Ability to multi-task.
- Keen attention to detail.
- Requires minimal supervision to complete essential tasks.
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