Rental Desk Supervisor

About the Job

Rental Administrative Supervisor (8208A1 - Administrative Associate
1)

Fleet Services
Parking & Transportation Services
University of Minnesota

Background:
Fleet Services is a unit within Parking & Transportation Services (PTS). PTS is a self-supporting unit of the University of Minnesota within Auxiliary Services. The department is responsible for the administration, operation and maintenance of reliable and efficient transportation services on the Twin Cities campus including transit, parking, fleet, streets, walkways and way-finding. PTS supports alternatives to the single-occupant vehicle and promotes programs to encourage the University community to walk, bike, carpool, or take the bus.

The department handles compliance documentation for all University vehicles or licensed equipment and administers the fuel credit card, vehicle insurance and safety programs.

Mission and Responsibilities are described below.

• 30% Primary Customer Rental Supervisor
  • Serve as Primary rental support, including:
    Manage Fleetsrv email & phone line and respond to customer questions/requests/inquiries
  • Serve as the Fleet Department supervisor/primary contact for the rental process of University vehicles to internal and external customers on contact websites, email lists, etc.
  • Open Fleet Services facility each weekday at 6:00 a.m. and prepare the front desk for customer service starting at 6:30 a.m.
  • Oversee and manages secure storage of fleet vehicle keys and fuel cards
  • Reset/replace fuel chip keys/credit cards for Fleet department and rental drivers as necessary
  • Ensure adherence of University policies related to rental customers and University fleet vehicle usage
  • Answer questions related to Fleet administrative policy, respond to or initiate inquiries, and explain policies and procedures.
  • Oversee the prompt retrieval of rental vehicle paperwork on a daily basis from designated dropbox facility at Fleet Building
• 30% Supervise Rental Desk Students
  • Maintain a sufficient pool of student staff for Fleet Front Desk customer service and vehicle detailing responsibilities
  • Daily inspections of outgoing rentals for cleanliness, damage and serviceability
  • Contact long-term rental customers regarding preventative maintenance or safety recall issues
  • Interview/Hire Fleet front desk students year-round
  • Develop appropriate training materials for Fleet Front Desk students
  • Conduct group/individual trainings each semester and as new students begin working at Fleet
  • Prepare front desk student schedules for academic periods, nights/weekends and break periods
  • Approve student shift changes and time-off requests
  • Manage and approve payroll for all front desk student employees
  • Assist with customer service responsibilities at front desk during busy periods
  • Develops and establishes work procedures and standards to improve efficiency and effectiveness of Fleet administration and operation
• 20% Maintain, Generate, and Review Fleet Reporting
  • Support external and internal reporting by issuing requests for data, tracking and ensuring fulfillment of those requests, and compiling, organizing and ensuring data is complete
  • Proficiently utilize existing and new fleet management software, including FASTER, Fleet Commander and Excel spreadsheets
  • Proficiently utilize other University software applications including iSeries, Crystal reports, others as necessary
  • Conduct analysis and make recommendations to assist Lease and Rental Manager in managing the rental fleet composition in order to support customer demand while staying within budget
  • Key Fleet Metrics:
    Schedule holidays in Fleet Commander;
    Ensure missing departmental information is added in Fleet Commander;
    Check new user profiles with email reports, verify user eligibility and review assigned permissions in Fleet Commander;
    Review daily fleet reservation report and verify all information and requests have been fulfilled as required
  • Resolve issues and problems independently, as appropriate. Identify areas of improvement and make recommendations. Investigate and develop responses to complicated inquiries, requests and issues
  • Review status of vehicle detailing logs to ensure that fleet vehicles are being detailed on a regular basis and rotation is being conducted
  • Review Fleet Commander reservations for each previous day
  • Review Fleet Commander user accounts created in previous two day periods
  • Run reports and review Fleet information for billing support
  • Review rental rates with other Fleet management and staff and make adjustments to systems to accommodate billing changes
  • Review seasonality of rental usage to adjust for vehicle procurement and work with other Fleet staff, including management, to adjust for demand as necessary
• 10% Assist with Fleet Facility Management
  • Manage/oversee and maintain Fleet parking lot space availability and customer parking practices and policies
  • Work with designated building maintenance and access managers to ensure appropriate student work door access for weekday and weekend customer service shift workers
  • Ensure that…