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PacLease Administrator

Company: Dobbs Truck Group
Location: Liberty Lake
Posted on: June 8, 2021

Job Description:

The Dobbs Truck Group is a growth company that successfully expands our operations and customer base through a high-quality team of employees.

Dobbs Truck Group operates 23 commercial truck dealerships through two operating companies Dobbs Peterbilt and Western Truck Center. These dealerships represent some of the best commercial truck brands including Peterbilt, Volvo, Mack, Autocar, and Hino and include locations in Arkansas, California, Louisiana, Mississippi, Oregon, Tennessee, and Washington.

We offer a competitive benefits package including medical, dental, vision, long-term disability, life insurance, and 401(k), as well as paid vacation and sick leave. Our Company is looking for long-term employees that we can invest in and grow with as we pursue our mission of being the premier commercial truck dealer group.

I. General Job Description

This position will be responsible for the assigned Lease Division administration functions to help achieve planned sales, service, and expense control objectives, while adhering to the companys established procedures for business conduct, safety, and personnel administration. This position works with the team, supporting all administrative functions for day-to-day operations. As a team, the focus will be on enhancing operating efficiencies, improving customer satisfaction, and attaining established targets.

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.



Manage and ensure that all aspects of insurance requirements are met to maintain top tier rates and compliance with all insurance providers.

Maintain current insurance approvals for all lease units, sales department demo units, and rental units by obtaining and submitting current insurance certificates prior to units going into service.

Review and send changes and updates regarding the Vehicle Identification Control Log (Vidlog) with Paccar by the Paccar deadline on the 10th of every month. Changes may include the following:

o Add new vehicles to fleet (PLC financed).

o Remove units no longer in franchise's PacLease fleet (remove from PL insurance program).

o Units changing from lease to rental or from rental to lease.

o Establish the proper size and configuration of the rental fleet, including aging of the fleet.

Analyze the Paccar generated Coverage Compliance Report and provide to Paccar by the end of the month the necessary correct items to bring the Compliance Report above top tier status.

Make sure that Paccar receives an properly filled out accident report in the case of a customer accident.

Fuel Taxes, IFTA, and IRP Reporting Compliance

Thoroughly understand and comply with all requirements involving the proper reporting of Fuel Taxes, IFTA and IRP Reporting Compliance ensuring that the companys audit risk regarding missing mileage documentation or fuel tax compliance is less than 50,000 miles at any given time.

Work with customers and the companys team members to obtain proper and complete driver trip records and fuel documentation within the proper designated timeframe.

Send DTRs, fuel statements, and all necessary documentation to Paccar after ensuring mileage continuity, accuracy and completeness.

Maintain physical files containing copies of DTRs to have in the event of an audit for the required time.

Re-bill customers promptly for under reported fuel or missing miles and insure that revenue generated is coded to a balance sheet account to offset audit risk.


Set up invoicing for new units utilizing the New Unit Billing Set-Up Sheet that adjusts initial invoicing based on treasury rate adjustments from the time units are ordered until the unit goes into service.

Produce timely and accurate lease, rental, and miscellaneous invoices (licensing rebill, washing, fuel, citations, fuel taxes, etc.) within the mandated timeframes.

Work with Service Managers and Service Coordinators to continually improve billing efficiencies

Obtain and report monthly mileages from customers for lease billing department.

Generate rental invoices on a weekly basis.

Research and resolve any customer invoice or service issue in a timely and professional manner

Licensing, permitting, other regulatory

Obtain initial licensing and titles on new lease and rental vehicles, including IRP licensing.

Maintain system for ensuring registration renewals are processed as required.

Ensure that plates and registrations are delivered to customers.

Maintain Motor Carrier Permit, Unified Carrier Registration, BIT, and IFTA accounts current and favorable.

Oversee, review, and accurately complete form 2290s for Federal Highway Use Tax to stay compliant.

Maintain DOT account, providing the necessary documentation and actions.

Administrative tasks

Order new FSL and Rental units upon receiving approval from the Director of PacLease.

Forward all factory notifications to the sales team. This includes pre-bills, change orders, etc.

Manage customer over and under-mileage status on an annual basis. Communicating all non-compliant units to management and invoice customers as directed.

Manage all customer and vehicle files. Maintain current master fleet list (additions, deletions).

Manage customer wash obligations, cross-reference with Schedule A requirements and re-bill.

Process customer citations (communicate with customers, pay citations, rebill).

Order forms and supplies as needed, open and separate department mail.

II. Minimum Job Qualifications

High school graduate, GED, or 1 year of work experience.

III. Desired Job Qualifications

Strong administrative or accounting background.

Intermediate to advanced knowledge off Microsoft Excel, Word, and Outlook.

Strong organization and communication skills.

Proven experience in customer service.

IV. Mental Capability Requirements

Comprehension: Ability to understand complex problems, collaborate, and explore alternative solutions.

Organization: Ability to organize and prioritize work schedule on short-term basis (more than 1 month).

Reasoning & Decision Making: Ability to make decisions with moderate impact on immediate work unit.

Communication: Ability to express or exchange ideas by means of the spoken word, communicating orally with others accurately, loudly, and quickly.

Mathematics: Ability to compute, analyze, and interpret numerical data for reporting purposes.

V. Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand, walk, sit, reach with hands and arms, climb stairs, balance, stoop, kneel, and talk or hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

While performing the duties of this job, the employee is not exposed to weather conditions. The noise level in the work environment is usually moderate.

VI. Common Expectations of Performance for all Employees

The following includes common expectations for all employees of the Company. The evaluation of job performance will be based on these common expectations as well as the position-specific responsibilities described above.

Communications, Teamwork, and Feedback to Others

Contribute to a work environment that is based on trust and respect.

Have discussions on a regular basis with their manager to discuss opportunities to best achieve individual performance objectives and departmental goals.

Suggest ways to improve the efficiency of conducting their job duties.

Promote continuous improvement and change to support company growth.

Mentor others unselfishly.

Give credit where its due.

Company Loyal Policies and Work Ethic

Adhere to the policies contained in the Employee Handbook.

Adhere to the Companys Employee Conduct Policy.

Support management decisions toward meeting company goals.

Be open and receptive to new ideas, regardless of their origin.

Make prudent decisions, which are based on the best interest of the Company and its long-term future.

We are an Equal Opportunity Employer Dobbs Truck Group operates 23 commercial truck dealerships through two operating companies Dobbs Peterbilt and Western Truck Center.

Dobbs Peterbilt and Western Truck Center are equal opportunity employers that values a broad diversity of talent, knowledge, experience, and expertise. We foster a culture of inclusion that drives employee engagement to deliver superior performance to the communities we serve. Dobbs Peterbilt and Western Truck Parts do not discriminate in hiring or employment on the basis of race, color, religious creed, national origin, sex, ancestry, pregnancy, genetic information, gender identity, sexual orientation, or marital status; or on the basis of age against persons whose age is 40 and over, or on the basis of physical or mental disability; or to disabled veterans or to Vietnam veterans.

We are proud to be an affirmative action employer and encourage minorities, women, individuals with disabilities, and veterans to join our team.

Keywords: Dobbs Truck Group, Coeur d'Alene , PacLease Administrator, Other , Liberty Lake, Idaho

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