Careers At Virginia Transporation Corp
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Maintenance Customer Service Representative

Department: Maintenance
Location: West Warwick, RI

SUMMARY:

Responsible for performing a variety of general administrative and data entry duties and developing improvements within the Maintenance department.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

"Essential functions" are primarily job duties that incumbents must be able to perform unassisted or with some reasonable accommodation made by the employer.

Administrative Duties

  • Answer multi line phones and route to appropriate person.
  • Perform administrative job functions such as data entry, filing, faxing, TMT data entry, assisting auto haulers and clients, mailings, Fed-X labels, typing documents, data entry in multiple systems as needed or required and assisting other members of the Maintenance team as needed.

Preventative/Scheduled Duties perform the day to day duties of routine preventative and scheduled maintenance or repairs.

  • Timely follow up with vendors, dispatch, Maintenance department and auto haulers.
  • Work directly with auto haulers and dispatch to maintain routine maintenance schedules.
  • Coordinate with repair facilities to ensure needed service(s) can be completed in a timely manner and actively minimize down time of auto haulers.
  • Review maintenance invoices to ensure accuracy, confirm all requested services were completed and approve for payment.
    • If any repairs are not completed, make notes for follow up.
    • Ensure follow up repairs are completed in a timely fashion.
  • Complete entry of vehicle repairs and work orders pertaining to preventative/scheduled maintenance into TMT.
  • Communicate with other members of the Maintenance department to best utilize down time.

 

Reports

Daily Reports:

  • Acquire needed information and send to the appropriate person breakdown, routine maintenance, incident or accident reports Complete and send by 9 am (10 am on Mondays)
  • Preventative/scheduled maintenance due for the following day to be sent to Maintenance team and dispatch by 4:00 pm.
  • Report any inquiries and/or complaints from auto haulers in regards to repair facilities to the Assistant Director of Maintenance as needed.

Weekly Reports (due by 3:00 pm on Friday week will run Saturday to Friday):

  • List of outstanding repairs needed due to incident or accident.
  • Preventative/scheduled maintenance due for the following week, including any outstanding follow up repairs needed to be sent to Maintenance team and Dispatch by 4:00 pm on Friday.
  • Completed services from previous week to be completed and sent to Assistant Director of Maintenance by 4:00 pm on Monday.
  • Approved down time for previous week due to delay in service being completed to be completed and sent to Assistant Director of Maintenance by 4:00 pm on Monday.
  • Warranty Recovery Assistant Director of Maintenance to be copied on all submissions.
    • Supplemental claims new repair performed outside warranty facility
    • Repetitive repairs or parts same repair performed or same part used in same location.
    • Claims submitted due to poor service.

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