Position Summary

• Coordinate with VASCOR operations to ensure correct number of trailers are available for TMMI.
• Ensure that unused rentals are turned in timely to eliminate excessive rental fees at TMMI when applicable.
• Coordinate daily VCR repairs
• Coordinate that preventive maintenance schedule is followed per SOP
• Badge required for on-site TMMI.
• Maintain reports such as VASCOR Equipment List, Spare trailer report, etc.
• Performing yard audits/trailer inspections as needed.
• Inspect and research equipment issues on site and at vendors locations to suggest improvements and direct repairs.

Position Responsibilities:

• ISSUE PURCHASE ORDER NUMBERS TO ALL VENDORS
  • Research equipment history to ensure:
    • Maintenance PO request is for a VASCOR trailer
    • Repairs are not duplicated
    • Repairs have not been issued a Damage PO
    • Capture double billing before the invoices are issued
    • Refuse PO requests that do not meet correct criteria
    • Enter all information in the database by providing the following information:
      • Date
      • Category or type of invoice
      • Service date
      • Cost Center (TMMK-Curtain, TMMI, etc.)
      • Vendor name
      • Trailer number
      • Description of service
      • Estimated invoice total
      • Assign group code
      • Assign PO number

2. DAMAGE BILLBACK

2.1 Research all equipment damage for bill back opportunity to responsible party

• Compile documentation needed to bill back damage: vendor repair invoice, damage report, VCR, etc.
• Prepare and submit damage invoice to responsible party
• Maintain Damage Report (Excel format)
• Monthly audit of outstanding damage invoices.

• INVOICE ACCOUNTABILITY
  • Research all maintenance and rental invoices to ensure:
    • Invoice is billed correctly and to the correct domicile
    • Incorrect invoices are corrected at Vendor
    • Enter invoice information in the database.

• Update database with correct equipment numbers and addition of all new vendors.
• Prepare various reports, charts and correspondence for Maintenance Department and Accounting.
• Communicate daily with VASCOR vendors to issue Purchase Order numbers and discuss invoice discrepancies.
• Review all maintenance and rental invoices for payment. Check on proper billing for days and mileage charges.
• Vehicle Condition Report: daily review, assign work to vendors and retain for designated period in accordance with DOT standards.
• Yard check for trailers.
• Check trailers when coming out of rotation for material, returns, empty status or needed repairs.
• Perform other duties as assigned

Essential Skills and Experience:

Education

• High School Diploma or GED

Training

• N/A

Skills

• Proficient data entry skills
• Proficient in Word and Excel

Experience

• Accounting Knowledge
• Maintenance Knowledge

Nonessential Skills and Experience:

• Initiative and Self-Motivation
• Consistent Attention to Detail
• Good Organizational Skills
• Ability to Prioritize Multiple Tasks