Job Summary: Reporting to the Transportation Manager or designated manager, coordinate the pickup and delivery of fleet lease, factory and consignment vehicles in accordance with corporate guidelines to ensure maximum production volume in the most profitable way possible. Perform all duties assigned by the Transportation Manager or designated manager. Must know, practice and ensure that company policies and procedures and state or federal laws are followed.
Responsibilities and Duties include but are not limited to the following:
Provide excellent customer service:
Make sure customers receive prompt, efficient and courteous attention.
Maintain a professional appearance, orderly work environment and friendly disposition by greeting others.
Resolve customer complaints in a friendly, courteous manner and notify the Transportation Manager or designated manager of all serious complaints or incidents.
Respond to problem situations that may arise with Auction Drivers or customers.
Recommend new customer services and procedures to the Transportation Manager or designated manager.
Coordinate the pickup and delivery of vehicles:
Properly dispatch loads for the correct arrival time and location.
Initiate and complete accurate inventory transfers as instructed.
Assist in determining the proper staffing levels of personnel as it relates to the volume of pickup and delivery orders. Adjust scheduling for Auction Drivers based on breakdowns, traffic, weather and lot availability.
Monitor billing to ensure that pickup charges/fuel fees and delivery charges are accurately posted in AMS. Manage accurate daily accounting of all bookkeeping and daily completion of records.
Prepare pickup order in CarsArrive system with correct pricing, location, date/time to provide to Auction Drivers completing pickup. Maintain CarsArrive system by deleting cancelled, duplicate or redeemed orders to ensure accurate inventory.
Effectively communicate with all parties:
Practice and promote teamwork continuously. Set a good personal example of attitude and performance.
Coordinate with Auction Drivers to ensure vehicles are picked up in a timely and efficient manner. Communicate with Auction Drivers regarding updates such as rerouting from a cancelled order to the next assignment.
Follow up with customers/dealerships to ensure the load arrived safely and promptly.
Coordinate with sales personnel on dealer unit pickups. Dispatch Auction Drivers to pick up dealer vehicles and deliver to the auction. Notify sales personnel of changes in the agreed number of vehicles or if a unit needs to be towed to the auction versus driven.
Contact repossession lots and remarketing companies by phone and email to determine the location and key status of lease and repossessed vehicles available for pickup.
Other responsibilities:
Ensure proper follow-through on all directives, bulletins, accounting and schedules from the Transportation Manager or designated manager as well as other auction and corporate sources.
Monitor facility conditions, vehicles, property and equipment to ensure they are within corporate standards for cleanliness, proper maintenance and safety. Promptly notify Maintenance and Transportation Manager or designated manager of all breakdowns and maintenance needs.
Ensure all area conditions do not threaten the safety of employees or customers. Respond to employee and customer accidents, injuries and loss or damage to property by promptly reporting incidents to management and follow proper procedures.
Practice and promote company Core Values.
Qualifications:
High School Diploma or GED required.
One (1) year of dispatching experience preferred.
Knowledge of Microsoft Office and ability to demonstrate basic computer skills required.
Organization and multitasking skills required.
Ability to adapt to change and work in a fast-paced environment required.
Effective customer relations, communication and interpersonal skills required.
Ability to understand and adhere to Company policies in all areas is required.
Must be qualified to operate a motor vehicle and possess a valid driver’s license.
Physical Requirements and Working Conditions:
The physical activity requirements of the position are from Light to Medium Physical Work.
Constant – sitting, watching, touching and fingering, listening
Frequent – standing, walking, talking
Potential – running, jumping, yelling, or other rapid or forceful movement in emergency situations
This position is subject to both inside and outside environmental working conditions, including temperature changes, outside weather conditions, slightly elevated ambient noise levels, minor potential physical hazards, such as electrical current , moving mechanical parts, exposure to hot equipment and cleaning and pesticide chemicals; and minor atmospheric conditions affecting skin or respiratory systems, such as fumes, odors and dusts associated with internal and external service station/convenience food and petroleum dispensing operations.
Note: This job description in no way states or implies that these are the only duties to be performed by incumbents in this position. Employee(s) will be required to follow any other job-related instruction or duties requested by an authorized person. The requirements listed in this document are the minimum levels of knowledge, skills or abilities.
