Operations & Finance Coordinator

F

Falcon Beverly Hills

Operations & Finance Coordinator

Beverly Hills, CA
Full Time
Paid
  • Responsibilities

    We are looking for an Operations & Finance Coordinator of our Main Office.

    The Role:

    You will manage the financial "back of house" (Bills, Invoices, Citations, Payouts) while backing up the "front of house" (Fleet Inspections, Client Handovers).

    You are the liaison between our fleet, our external bookkeepers, and our clients.

    WHAT YOU WILL DO

    1. Financial Operations & Revenue Recovery (60%)

    • Citation & Violation Management: Own the lifecycle of all traffic, parking, and toll violations. You will process immediate payments to city agencies to prevent penalties, identify the responsible renter, and execute the rebilling process to the client's ledger.
    • Small Repair Logistics (Non-Insurance): Manage the end-to-end process for minor fleet damages (wheel repairs, bumper scrapes, glass). You will coordinate with our network of body shops to obtain competitive estimates, schedule the repairs to minimize downtime ("Loss of Use"), and audit the final quality before approving vendor invoices.
    • Insurance Claim Administration: Act as the "Evidence Officer" for major incidents. You will assemble the full "Claims Packet" for our insurance adjusters, including signed rental contracts, time-stamped pre/post photos, GPS logs, and driver statements to ensure a swift liability ruling.
    • Revenue Recovery: Monitor and collect on "Post-Trip" charges. If a car returns with damage, low fuel, or smoke orders, you ensure these charges are calculated, communicated to the client, and successfully captured.
    • Accounts Payable Liaison: Review all fleet-related invoices against work orders. You ensure we never pay a mechanic for work that wasn't approved or wasn't completed to our standards.

    2. Fleet Logistics & Quality Control (40%)

    • Fleet Inspections: Perform "White Glove" check-ins/check-outs. You will physically inspect vehicles for new damage, verify fuel levels, and log odometer readings in our Ops App.
    • Damage Documentation: When damage is found, you create the "Incident Report," photographing the evidence and drafting the notification to the client.
    • Key Management: Maintain the physical security of the key vault, ensuring all assets are accounted for at the start and end of the day.
    • Front Desk Backup: During peak times, assist with VIP client arrivals, ensuring contracts are signed and guests are treated with 5-star hospitality.

    WHO YOU ARE

    • You are "Audit-Ready": You don't pile papers; you file them. You love a clean inbox and a perfectly matched spreadsheet.
    • You are Not "Desk-Bound": You are comfortable walking the lot, inspecting a tire, or driving a luxury SUV to a wash bay if needed. You own the result, not just the paperwork.
    • You have "Diplomatic Grit": You can tell a vendor their invoice is wrong, or tell a client they owe a parking fine, without being rude. You are firm but professional.
    • You have High "Asset Awareness": You understand that a Lamborghini is not a Toyota. You treat the cars (and the keys) with extreme care.

    REQUIREMENTS

    • Local Commute: Must reside within Beverly Hills. (Due to the time-sensitive nature of fleet logistics and LA traffic, this is mandatory for punctuality).
    • Automotive Fluency: Ability to identify vehicle Makes/Models and familiarity with basic vehicle components (e.g., distinguishing between a rim, caliper, and fender). You don't need to be a mechanic, but you must be able to speak the language of cars.
    • Availability: This role supports a 7-day operation. Candidates must be open to working weekends and rotating shifts as fleet volume demands.
    • Education/Experience: BA/BS Degree Preferred (Business, Hospitality, Sports Management, or Pre-Law) OR 2+ years of relevant operations experience.
    • Valid Driver's License: Must have a clean driving record and be comfortable moving luxury vehicles.
    • Tech Savvy: Comfortable using modern tech stacks (Slack, Fleet Management Software, Digital Signing, Excel/Google Sheets).
    • C omfortable working in a fast-paced logistics hub (indoors and outdoors) and extremely professional to interact with VIP clientele.

    SCHEDULE

    • Schedule Flexibility: Candidates must be open to working weekends and rotating shifts as fleet volume demands.
    • Location: 100% On-Site in Beverly Hills.