Job Description:
- Improve existing processes with the goal of improved service delivery and administrative time savings while reducing operational losses.
- Responds in a timely manner to requests from vendors and clients.
- Works with Strategic team as well as other internal/external clients and vendors to ensure all potential issues are addressed before they escalate to the client, result in a service delay or an operational loss.
- Provides status report to management on a weekly basis and include a comprehensive picture of successes and opportunities for improvement.
- Inform operations team of potential issues so proactive steps can be taken to ensure a seamless License and Title experience.
- Proactively inform the appropriate License and Title management team and the Supplier Chain team member immediately of any issue that could escalate and negatively impact our relationship with the client.
- Informs internal clients (Ex. Client Experience, Finance, etc.) of potential issues so proactive steps can be taken to ensure a seamless validations and payments of these vendors.
- Identifies and mitigates any potential risks or vulnerabilities in the process and informs all the necessary internal teams appropriately.
- Ability to handle day-to-day client requests, by utilizing LeasePlan's client interface software-ePlan, internet, and multiple client management tools.
- Manage service tickets and ensure that they are maintained to an acceptable level, prioritize issues and appropriate resolution timeline, notifying leadership when the levels are not met.
- Meets KPI measurement goals associated with managing queues, RP tickets, Ops losses, escalations, etc.
- The following essential functions are included in roles with the focus area as listed below:
- Financial Processing:
- Monitors vendor “inbox” and processes invoices efficiently to eliminate any further fines or charges.
- Prepare invoices for Billing Department following process rules set by department.
- Ensure timely submission of invoices from vendors to ensure timely payments.
- RPA and Vendor Invoice Validations:
- Utilize existing reports and systems to holistically analyze and evaluate vendor invoice validation to prevent service failures or service delays.
- Onboards new clients in license and title system including services, fees and routing.
- Reviewing vendor invoices for accuracy, completeness, and compliance with SOW. This involves verifying the accuracy of pricing, quantities, terms, and other relevant details.
- Ensures the validity of all vendor invoices and coordinates directly with vendors and internal teams to ensure all invoices are accurate.
- Investigates and resolves discrepancies or issues regarding invoices that are not within the SOW and coordinates with vendors to correct these discrepancies.
- Lead monthly vendor meetings to review each vendor statement and reconcile with payments to ensure all vendors are up to date and ensure all invoicing is current.
- Meticulous attention to detail is required in validating invoices
- Financial Processing:
Other Duties
- Communicates effectively with other departments to expedite response to internal and external requests.
- Partners with operational excellence to monitor SLA statistics and provide to appropriate party monthly.
- Develops additional reports and processes as needed, to ensure client satisfaction with the level of service provided.
- Meets with L&T and Supply Chain Team, monthly, to provide an update.
- Manages special projects such as plate audits, name changes and sale/leaseback audits.
- Assists others in the department and throughout Operations during peak periods and to cover absences.
- Other duties and responsibilities as assigned.
- Solution oriented
- Communication
- Customer focus
- Build relationships
- Collaboration
- Initiative
- Accountability
Job SpecificationsLeadership responsibility: Note the leadership responsibility of this role (i.e. This position has no leadership responsibility -OR- This position manages a staff of 5-10 individuals)Work environment: Note when, where and the type of environment where work will be performed (i.e. This position is in Alpharetta, GA and operates in a professional office environment -OR- This position is a flex role and can be performed remotely or in the office)Work Environment: This position is in Alpharetta, GA and operates in a professional office environment. Position Type/Standard Schedule: Full-time position working Monday through Friday with occasional overtime as needed.Travel: No travel required for this role.Education & Experience
- High School diploma required, but college degree preferred.
- 1–2 years of experience in the automotive industry preferred
- 1–3 years of experience in customer service related role.
- Advanced expertise in Microsoft Excel including Pivot Tables, formulas and VLOOKUP’s.
- Good verbal and written communication skills, problem solving and organizational skills.
- Ability to work independently with a clear plan of action to ensure work is prioritized and deadlines are met.
- Ability to work in a team environment.
DisclaimerPlease note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.EEO Statement
Wheels is a Drug-Free Workplace. All employment is contingent on successful completion of drug and background screening.
Wheels is an equal opportunity affirmative action employer and administers all personnel practices without regard to race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, marital status or domestic partnership status, disability, protected veteran status or military status, genetic information, or any other category protected under applicable law. Wheels is committed to taking affirmative steps to promote the employment and advancement of minorities, women, persons with disabilities and protected veterans.
What We Do
Wheels is the power of Wheels, Donlen, and LeasePlan USA coming together as one team – all united with a passionate commitment to customer service. As one of the largest fleet management companies in North America, Wheels features a portfolio of 800,000 vehicles under management across the continent, a global alliance in 59 countries, and a client base that consists of some of the best-known businesses in the world. No matter the industry type or business size, we’re proud to work across sales and service fleets, trucks and equipment, and last mile delivery to ensure we power your potential. Your success is our success. Together let’s go far.
