Corporate Vehicles Administrative and Delivery Coordinator (Contract) - VOL000311
Primary Location: Canada-Ontario-Ajax
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We love our cars, but it’s the people behind them who make them what they are. To market, sell, and service great cars, we need great people. That’s why at Volkswagen Group Canada, we are passionate about our cars and our brand and foster this same passion and drive in our people. We know that the right people in the right positions can do incredible things, and we love making that happen.
We are currently looking for a Corporate Vehicles Administrative and Delivery Coordinator (Contract) at our Corporate Offices in Ajax, ON
As a Corporate Vehicles Administrative and Delivery Coordinator, you will be responsible for supporting and coordinating the administrative aspects of the of various Corporate Vehicle programs, including company vehicle department fleets, corporate assigned drivers, and employee/retiree lease and purchase programs. You will ensure exemplary customer service to our internal customers, extended internal departments, our dealer network in the Canada wide vehicle registration and delivery process of all of our corporate vehicles.
Reporting to the Corporate Vehicle Services Manager, you will be responsible for the coordination of all local deliveries of pool vehicles and assigned driver vehicles out of our head office, our Toll and Fuel programs as well as the vehicle registration renewal and plating process across the country for over 1000 vehicles in operation. You will also be responsible for the day to day administrative coordination of department budget tracking, customer billings, bill payments, and customer inquiries.
First point of contact for the Corporate Vehicles Services department, directing and responding to internal and external customers in the most professional and customer service oriented way pertaining to any vehicle program questions or coordination by providing exemplary customer service when responding to employee/retiree lease, pool vehicle custodian's, internal department, and dealer network inquiries
Responsible for the oversight, ordering, and delivery coordination of all new Lease, Job Related Vehicle and local Pool cars, including the following:
Overall daily administration of the on-line lease and assigned vehicle ordering system (eTag), including vehicle uploads, order approval as per policy, delivery fulfillment, and inputting charges through the system
Management of record accuracy between vehicle ordering system and sales and distribution order systems including troubleshooting and resolution of any issues to ensure timely and accurate delivery or our vehicles to our customers
Coordination and management with the brands on any re-purpose or damaged units for re-homing
Primary point of contact for our dealer partners involved with employee lease program deliveries and vehicle registrations including the development of communication and training tools for new dealer personnel
Coordinate daily and annual vehicle registrations/renewals for corporate office vehicle deliveries including pool vehicles, provide delivering dealers with information as requested to register VGCA vehicles
Acting as a subject matter expert in the organization for all provincial vehicle registration requirements for the various licensing requirements by province and vehicle type
Responsible for the department's Not Yet In Service metric ensuring customer vehicle orders are delivered through our dealer partners in a timely manner and ensuring customers update their vehicle status to in-service in the system once they are in possession of their vehicle
Daily coordination of all new vehicle deliveries to the corporate office for pool and assigned drivers including, Pre-Delivery Inspection scheduling with our technical service centre and detailing scheduling with our 3rd party in order to deliver the vehicle to our internal customers in a timely, efficient and professional manner
Overall responsibility for internal pool fleet lending schedule and coordination of vehicle return condition and policy adherence
Oversee department budget administration including creation of purchase orders for vendors, submission of invoices for payment in a timely fashion, and corporate credit card claims expense administration
Administration of all department charge-backs including vehicle return charges, outstanding fines, and other charges
Management of the Toll account program for the department and company
Management and administration of the fuel program including ordering cards for new employees, responding to inquiries and monitoring of charges based on policy adherence.
Assist vehicle accounting with yearly company car count via coordination of confirmations of all vehicles in-service
Suggest and develop new policies, programs and processes based on customer feedback
What we’re asking for:
Diploma in Business, Automotive or related discipline; Bachelor’s degree an asset
A great attitude and proven ability to be an effective business partner, team player, and collaborator
3 years of experience in department administrative coordination, customer service and vehicle systems from a dealership and/or automotive environment
Knowledge of vehicles, vehicle licensing and the Canadian vehicle registration process
Proven success in fast-paced environments with the ability to make quick decisions
Partners at all levels of the organization, with ability to negotiate and influence to achieve results
Excellent written and verbal communication skills with the ability to explain concepts; Fluency in French an asset
Proven track record in making decisions based on policies, developing new policies based on information, document processes and/or find deficiencies
Strong attention to detail and organizational skills
Strong computer skills and database management, including the ability to easily pick up new systems and technologies
Valid full G Driver’s license required
What you’ll get in return:
A flexible, collaborative, dynamic, and fast-paced work environment with an award-winning employer
Many opportunities for personal and professional development
Opportunities to participate in exciting company events that give back to the community
And much, much more!
**Please note that we appreciate the interest of all candidates, however only those under consideration will be contacted.
Additional information: Volkswagen Group Canada is committed to providing accommodations for people with disabilities during all phases of the hiring process including the application process. If you require an accommodation because of a disability, we will work with you to meet your needs. Applicants need to make their needs known in advance. If you are selected for an interview and require an accommodation, you are encouraged to advise the Recruiter who will consult with you to determine an appropriate accommodation.