Fleet Services Rental Dispatcher

Parking and Transportation Services has a Fleet Services unit which includes rental fleet vehicles, maintenance and repair services and vehicle procurement. The current rental fleet consists of sedans, small and medium sized SUVs, minivans, 15-passenger vans, 4 wheel drive pickup trucks and SUVs. Additionally, several types and sizes of electric golf carts are available for rental use on campus.

The Fleet Services Rental Dispatcher supports the University's day-to-day rental fleet operations by servicing rental vehicles, providing customer service to rental customers via email, phone, and in person interactions, coordinating vehicle dispatch and maintenance activities, and utilizing fleet management software to process rental requests, perform data entry, and generate reports.

The work schedule for this position includes early morning hours on Saturday, afternoons hours on Sunday and 3 additional workdays during the Monday-Friday operating hours. Work hours and days may vary and are subject to change based on business needs.

Visa sponsorship is not available for this position.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

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• Refuel, clean, inspect, and prepare rental vehicles for customer use.
• Fuel vehicles at the on-site fuel pumps, operate vehicles through the automated car wash system, and perform interior cleaning in the vacuum/detail bay.
• Perform interior cleaning tasks including vacuuming, window cleaning, and additional detailing as necessary to ensure vehicles meet department cleanliness standards.
• Conduct routine vehicle inspections to identify and document any damage or maintenance concerns.
• Inspect vehicle exteriors for body or glass damage, visually examine tires for excessive wear or damage, verify proper operation of lights, turn signals, and climate control systems, and ensure vehicles are free of items left behind by previous rental customers.
• Maintain vehicle readiness and safety standards to support a positive customer rental experience.
• Serve as the primary point of contact for rental customers at the dispatch desk, providing professional and timely customer service.
• Answer incoming phone calls, respond to customer emails, and address rental inquiries, requests, and concerns.
• Assist customers with vehicle pickup and return processes, ensuring a positive rental experience.
• Coordinate the scheduling and dispatch of rental vehicles based on customer reservations and operational needs.
• Monitor vehicle availability and readiness to ensure on-time fulfillment of rental reservations.
• Coordinate vehicle repairs, inspections, and maintenance with internal garage staff and external service vendors.
• Track vehicle maintenance status and ensure repairs are completed in a timely manner.
• Identify and remove vehicles from the rental inventory when maintenance, repairs, or safety concerns require them to be taken out of service.
• Verify that all rental vehicles meet company standards for cleanliness, safety, and operational readiness before being dispatched.
• Ensure compliance with department policies, safety requirements, and fleet management procedures.
• Provide administrative support by preparing reports, scanning documents, performing data entry, and recording maintenance information in operational software systems.
• Assist with preparing international travel insurance documents for vehicles that will travel outside of the United States.

Knowledge, Skills, and Abilities (KSAs):

• Excellent verbal and written communication skills.
• Excellent organizational skills with the ability to manage and establish work priorities as needed.
• Ability to work collaboratively in a team environment.
• Ability to work effectively in a busy, and sometimes, noisy work environment.
• Strong attention to detail and exceptional follow-through.
• Knowledge of standard office practices and procedures.
• Ability to communicate effectively and professionally in person, by phone, and via email with the general public, students, and staff.
• Ability to work efficiently in a fast-paced environment and take initiative.
• Knowledge of basic office systems, such as Microsoft Office and email platforms.
• Ability to follow basic office protocols.

Physical Requirement(s):

• Must
  be able to occasionally lift, transport and move a maximum of 30 pounds.
• Must be able to work outdoors in heat, wind, and rain.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• High school diploma or high school diploma equivalency is required.
• Must have a valid driver's license and ability to drive according to the University Fleet Safety Policy.

• Experience working with various types of automobiles.
• Experience providing customer service.
• Experience working with AssetWorks or other fleet management software.