Fleet Specialist

General Summary

The role of the Fleet Specialist will be to provide support to both the Fleet Manager and Supervisor. The Specialist will report directly to the Fleet Supervisor. The incumbent will communicate with KCA dealers regarding Fleet claim payment and processing, Fleet orders and pricing structure & building relationships with our new and current clients. The Fleet Specialist will allocate all vehicles for National and Regional Fleet Orders, Dealer Charge Backs , monthly accrual lists, place their monthly VFOS orders and produce various reports and proposals. In addition, the incumbent will liaise with many departments such as Distribution, to ensure all orders are filled out timely and accurately, and Finance, to provide supporting documentation to claims. This role will have direct contact with our business partners and dealers, thus driving the relationship forward.  This role is vital to the success of the fleet department.

Essential Duties and Responsibilities

• Support development and execution of weekly & month reporting
• Working tandem with our Commercial Fleet Supervisor and supporting/driving Business Development
• Preparing and executing presentations to KCA’s executive team
• Regional Support with fleet sales (presentations, incentives & customer communication)
• Create and process Purchase Orders, Request for Receipts, Credit Memos and Dealer Charge Backs, process monthly accrual lists, providing necessary supporting documents to Finance
• Enter monthly VFOS Fleet orders, monitor incoming orders and provide support to dealer network to ensure prompt delivery to dealers and clients
• Communicate all Fleet orders and pricing structure to delivering KCA dealers, clients and new prospects
• Work with Distribution team to ensure that all orders are filled timely and accurately, while tracking and communicating to our clients
• RDR (register) monthly National Fleet Sales (BN) and provide support to regions for Regional Fleet events
• Respond and follow up with KCA dealers regarding Fleet claim payment and processing
• Maintain Fleet demo scheduling and vehicle condition and perform monthly review of current VIN lists with national Fleet clients in order to provide details on outstanding recall and service campaigns

Skills/Knowledge/Experience/Education Requirement

• Demonstrates a strong process-driven approach, ensuring consistency, accuracy, and efficiency.
• Proficient in Microsoft Suite, especially Excel (including pivot tables, v lookups, etc.)
• Experience with data analytics, (pre)processing, and data handling is preferred
• Experience with providing exemplary customer service to internal (dealers) and external customers
• Excellent interpersonal and communication skills (experience with writing reports)
• Excellent organizational skills, ability to manage multiple priorities in a timely fashion
• Ability to thrive in a fast-paced environment
• Committed team player
• Proven ability to initiate and improve work processes to increase efficiencies
• Detail oriented, ability to work independently and with minimal supervision 
• Successful completion of a post-secondary education in a related discipline, including automotive and business, or equivalent work experience
• Knowledge of automotive industry and business-to-business operations is an asset
• Bilingual in French (written and verbal) is an asset
• Experience with SAP is an asset
• 2-3 years of Automotive /Fleet experience is an asset