Rental Coordinator - Fleet Management
University of Tennessee, Knoxville
Knoxville, TN
Full-time
Management
Posted on April 11, 2024
Fleet Management Department
Position Title: Rental Coordinator
Location: 1201 UT Drive, Knoxville, TN 37996
Duration: Full time employment
Salary range: Market Range 6 – salary cap is $39,520/year ( $19.00/hour) – non-exempt
Benefits: reference - https://hr.tennessee.edu/benefits/
Department background:
Our departmental drive is centered around supporting the campus’ mission and vision through providing reliable and safe transportation for UT-related travel while overseeing the entire cradle to grave process associated with UT-owned vehicles. These tasks include vehicle sourcing and purchasing, new vehicle inspections, servicing, repair, fuel management, telematics management, roadside assistance, documentation management, and eventual surplus. As a University Service Center, we also recover all our expenses through fee-generated services including monthly lease charges, daily rental charges, and shop labor recoveries which are assessed against UT departments.
We are a streamlined operation with less than ten full time employees who are managing over 600 assets (including a 90-vehicle rental fleet) and supporting thousands of reservations per year for UT business-related travel while maintaining a budget under $3m per year. Our operation includes a service shop, onsite fuel island, vehicle wash bay, parking lot for 100 assets, and daily rental fleet with 24/7 access.
Position details:
This position will work within our Dispatch team to provide high quality customer service and great transportation options to university departments through our short-term rental program. This position would work closely with our Rental Tech II position as those two positions comprise our daily rental operations team. Our department operates when the campus is open Monday-Friday (8:00am-5:00pm). We supply all equipment and training required in addition to supplying uniforms and a protective footwear allotment. This is a great environment to make a meaningful impact on the campus by assisting departments and employees procure needed transportation.
Qualifications :
Position requirements:
· Oversee personnel and processes associated with the full life cycle of vehicle rentals including rental vehicle return and prep operations, rental and lease reservations, user management/training, and key box operation.
· Manage time and labor resources in the wash bay to ensure clear expectations and quality output.
· Ensure work areas for employees are safe and the staff are properly trained in safety and equipment usage expectations.
· Maintain oversight of reservation charges to ensure accurate and fair charges.
· Ensure your staff provides a high-quality experience for every customer encounter.
· Provide effective communication to rental customers and personnel regarding questions or issues.
· Analyze and manage daily workloads for rental personnel including laying out team expectations and timelines.
· Train, evaluate, and coach all rental personnel in the standard operation procedures associated with safe and standardized rental prep and check in tasks.
· Ensure all vehicles are safe, clean, fueled, and overall representative of Fleet Management.
· Oversee all sublet rental processes including managing vendors, educating customers, and ensuring proper record keeping allowing for accurate billing
· Ensure procedures and team output are focused around maintaining and improving metrics as defined by the Operations Supervisor.
· Ensure all vehicles are properly maintained as defined by Shop service standards and schedules.
· Maintain a safe, well stocked, and well organized work space for all internal employees and external customer-facing locations.
· Ensure the parking lot is clean of debris and all fleet vehicles are parked in a safe and organized manner.
· Ensure all employees have training and access to quality PPE in work areas.
· Oversee records updates and accuracy across all rental-related software including user, reservation, and asset records.
· Ensure proper accident reporting and appropriate fleet damage procedures are followed
· Oversee management of the fleet email account, phone queue, mail, and all rental-related software.
Knowledge, Skills, and Abilities:
· Knowledge and comfort regarding the use of technology including software such as Microsoft Office suite and various browser-based software.
· Ability to manage several simultaneous tasks and conversations in various stages of completion.
· Ability to effectively communicate with coworkers, customers, and outside parties.
· Strong customer services skills for both internal and external customers
· Strong ability to focus on the "big picture" regarding scheduling and prioritizing of tasks and resources.
Position summary:
This role is critical to the success of the department and will work with the Dispatch team to ensure prompt, reliable, and quality service to all departments and renters. This position reports directly to the Operations Supervisor who oversees the primary business and rental functions of our department.
A successful candidate will exemplify the drive for continuing improvement of personal and departmental processes. Comfort with utilizing various software to complete tasks will be important to their success. Quality customer service will be a natural part of who they are as a person. This candidate will always be looking for opportunities to maintain a high degree of safety, increasing personal and departmental efficiency, and increasing the departmental value to the University of Tennessee.
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