29 Dec
Cahill Services
Fort McMurray
Position Summary:
Under limited direction, this position is a critical liaison between senior management and business suppliers and agencies, customers, logistics drivers, and operations teams that contributes to the organization’s efficient and effective management of operations that ensures accurate management of processes and documents. This position must provide excellent internal and external customer service, and be a highly motivated, cooperative, process-oriented individual with who thrives in a fast-paced customer service environment.
Essential Duties and Responsibilities:
• Support and contribute to aligning field and shop processes with business procedures to improve information across the company.
• Administer organization's policies and processes to control and maintain physical assets, including rental equipment, owned or leased vehicles, and shop supplies. Monitors asset locations, inventories, and maintenance status.
• Collaborate with Finance/Fleet Management department to ensure that trailers and vehicles are properly documented, tagged and titled at all times.
• Provide information and support from area of authority to local Operations Manager, Service Manager and corporate teams on regular and ad-hoc basis.
• Maintain tracking of all units on rent, rental location, customer information, as well as number of ducts and splitters on job site (includes all equipment swaps and demobs).
• Collaborate with Rental Coordinator team and/or manager to maintain and update expiring rental contract return dates as needed.
• Oversee tracking of unreturned and damaged ducting when the jobs are completed and provide overview to rental coordination team for charge back to customer and Finance for removal from asset register.
• Maintain thorough knowledge of, actively practice,
and promote safe working conditions in accordance with all company policies, procedures and standards and Federal, State and Country required regulations.
• May be local HSE location rep for Safety compliance, including but not limited to employee onboarding, safety training, and safety reporting to Operations Manager and Service Manager for employee safety standards accountability.
• During heat season, maintain fleet status report for weekly management review calls; sort out any uncovered discrepancies after review call and provide revised status report.
• Manage GeoForce application, including but not limited to new equipment setup, grouping equipment into jobs, tracking movement and status, completing unit swaps.
• In collaboration with Operations Manager,
responsible for reporting of fleet movement/transactions assigned to the area and communication through established process job/equipment swaps, billing, and demobs. Responsible for ensuring visibility to billing department which may include sending unsigned BOL’s and following-up with signed paperwork in a timely manner.
• Responsible for sourcing suppliers (vendors) and collaborating with Accounts Payable established processes for initial vendor set up (EFT Forms send along with credit information).
• Responsible for requisitions and purchase orders (PO’s) process and reports on receipt of supplies and parts, and proper invoice processing if supplies are not centrally maintained.
• Maintain accurate information to address any questions or concerns from operations, billing or accounting teams.
• Coordinate equipment logistics (hotshot or broker)
to transport loads to customer job site or inter-company domestic or international shipments in compliance with business controls/procedures; and on-going analysis of transportation and logistics plans to support defined business objectives.
• Coordination with Customs & Border agencies for efficient importing/exporting heating equipment and parts, as well as general operating supplies, including but not limited to managing customs documentation forms with designated carriers, brokers and forwarders, creating commercial invoices, packing lists, etc. as required.
• In collaboration with the Service Manager, assist JetHeat core returns with proper paperwork, and maintain MRA tracking of replacement core and communicate status to relevant parties.
• Supports overall warehouse operations, planning, and daily activities, including receiving and stowing,
picking and packing parts, shipping, inventory management, and documentation.
• Perform operations support, including but not limited to timely processing of paper mail and packages, as well as assisting with setting up travel (hotels, flights) for technicians.
• Using standard process/procedures, efficiently manage data and files to provide accurate line of sight on important operational functions, such as vehicles, training, units on rent, remans, fleet status, etc.
• Cross-train / fill-in for other team members across the organization when required.
• Provide an exceptional customer experience in all aspects of service and support actions.
• Ability limited travel when needed.
• In collaboration with local operations management, seeks to optimize efficient shop and yard processes, layouts, workflows, and utilization of space.
• Maintain and continue to develop in-depth knowledge of products and services.
• Perform other tasks, activities and special projects, as assigned.
SPECIAL REQUIREMENTS/CONDITIONS:
– Ability to positively facilitate process changes within assigned area in relation to business procedures.
– Within six months from placement in position, able to obtain and maintain forklift operator’s license/certification to safely move parts and supplies boxes and/or pallets.
– Special Working Conditions: Exposure to variable temperatures and weather conditions; climbing ladders and stairs; high levels of periodic noise; electrical hazards; dust; unpleasant odors.
This incumbent performs at a high standard of consistent quality level within the branch, and continually strives to improve the operating standards of his/her facility,
region, and corporation.
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education/Experience, Knowledge, Skills and Competencies:
– High school diploma or equivalent; and 3 – 5 years related experience and/or training; or equivalent combination of education and experience.
– 2+ years’ experience in a rental customer service environment, preferred
– Excellent technical and organization skills
– Exceptional communication and people skills
– Strong teamwork and collaboration skills
– Ability to make informed decisions based on business controls.
– Good independent judgment and problem-solving skills, with ability to set priorities and handle multiple tasks simultaneously
– Effective listening and ability to communicate respectfully both verbally and written
– Demonstrated experience in delivering superior customer service across all functions in organization.
– General understanding of mechanical and/or technical tools and language
– and technical specifications
– Self-motivated with drive for results and quality to help company achieve standards of excellence
Language Ability: Ability to read, analyze, and interpret general business documents, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedures. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Math Ability: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Computer Skills: To perform job successfully, an individual should have knowledge of MicroSoft Office applications (Word, Excel, etc); Adobe PDF; Inventory software; Order processing systems; and other business software applications.
Certificates and Licenses: none required.
Supervisory Responsibilities: This job has no supervisory responsibilities.
Work Environment: The work environment characteristics described are representative of those encountered while performing essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually moderate, with limited periods of loudness when working near operating equipment.
Physical Demands: Physical demands described here and above in the Special Requirements/Conditions section are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
While performing duties of Job, employee is regularly required to stand, talk, hear. Employee is required to frequently walk; use hands to finger, handle, or feel; reach with hands and arms and stoop, kneel, crouch, or crawl. Employee is occasionally required to sit and must be able to lift and/or move up to 25 pounds.
The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor. The Company reserves the right to re-structure the job responsibilities and organizational relationships as required to meet evolving business needs.
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