The Operations Coordinator is responsible for the inspection, documentation, coordination, and administrative control of R Leasing’s trailer fleet to ensure equipment readiness for lease, accurate recordkeeping, and efficient repair and maintenance workflow.

Essential Duties and Responsibilities

Trailer Inspection & Condition Documentation

• Perform outbound and inbound trailer inspections for all lease transactions.
• Identify, document, and photograph trailer damage and needed repairs.
• Determine repair priorities based on fleet readiness and lease demand.
• Prepare and maintain digital inspection files for each trailer.

Repair Coordination & Fleet Readiness

• Assign repair work to mechanics and outside vendors.
• Monitor progress of repairs to ensure work is completed within appropriate timeframes.
• Follow up with mechanics and vendors to prevent delays.
• Maintain digital records of all completed repair work and invoices.
• Maintain parts inventory and order parts as needed.

Fleet Records, Compliance & Documentation

• Maintain accurate digital files for:
• Inspections
• Repair records
• Registrations
• Insurance documents
• Lease activity logs
• Ensure current Certificates of Insurance are on file for all lease customers and applicable trailers.
• Maintain accurate and current activity logs for leased trailers.

Inventory & Tracking Systems

• Conduct weekly inventories of:
• Trailers
• Tires
• Trailer tracking hardware
• Utilize the trailer tracking provider’s software to assign and remove tracking hardware as trailers move in and out of service.
• Coordinate trailer transfers between locations using third-party vendors.

Customer Charges, Toll Violations & Communication

• Prepare customer charge documentation for:
• Tire wear
• Brake wear
• Damages identified upon return
• Communicate with customers regarding charges and address questions or disputes.
• Pay weekly toll violations and notify customers of associated charges.

Administrative & Customer Support

• Answer incoming calls and assist customers or direct calls to appropriate departments.
• Assist internal departments with operational documentation and recordkeeping needs.
• Perform other duties as assigned by management.

Qualifications

• Experience in fleet operations, equipment management, logistics, or similar operational role preferred.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Comfortable working with digital files, tracking systems, and software applications.
• Strong communication skills for interaction with customers, vendors, and internal staff.
• Proficiency in Microsoft Office and general computer use.
• Ability to work independently and follow through on assigned responsibilities.

Job Benefits:

• 401(k)
• Dental Insurance
• Health Insurance
• Life Insurance
• Paid Time Off
• Tuition Reimbursement
• Vision insurance

Benefit Conditions:

• Only full-time employees are eligible.

“Our number one priority is SAFETY.”