Operations Coordinator

Job Overview

We are looking for an organized, hands-on Operations Coordinator to keep our trailer fleet moving. You will be the link between the yard, the shop, our drivers and our customers. You'll check trailers in when they come back from rental, get them through inspection and repair, and dispatch them back out rent-ready and on time.

Duties

Trailer Check-In & Inspection

- Inbound Check-In: Receive returning trailers at the gate. Verify unit number, customer and return order against Sycor, and record the date and time in.

- Quality Inspection: Walk around each inbound trailer to check tires, brakes, lights, air lines, doors and seals, floors, roof, logistic posts and landing gear. Mark each unit as Rent-Ready (RR), Work-in-Progress (WIP) or Damage, and document findings with photos.

- Customer Damage Documentation: Record and photograph damage beyond normal wear so it can be billed back accurately.

- Trailer Sweep-Out: Check that trailers are clean when they come in.

- Return Orders: Complete return orders in Sycor so units come off rent promptly and billing stays accurate.

- FHWA Records: Scan annual Safeties inspection certificates and attach them to the equipment record in Sycor. Flag units that are coming due.

Dispatch & Yard Coordination

- Pre-Release Check: Make sure every outbound trailer is rent-ready, inspected and has current safety paperwork before it leaves the yard.

- Check-Out & Release: Complete Workshop order paperwork in Sycor and record the unit's condition at release.

- Yard Management: Keep an accurate yard map and inventory of RR, WIP, damaged and on-hold units. Stage trailers for upcoming deliveries. If required

- Communication: Keep customers, drivers, sales and branch management updated on trailer availability, ETAs and delays.

Shop & Repair Coordination

- WSO Creation: Create Work Service Orders (WSOs) from quality inspection findings.

- Shop Scheduling:



Schedule WIP and NTU units in the shop workflow, giving priority to units needed for upcoming dispatches.

- Shop Work Assignment: Assign repairs to mechanics and give them printed work orders.

- WSO Completion: Add parts and labour to WSOs from the mechanics' notes, then close them out.

- Parts Ordering: Order trailer parts such as tires, brake components, lights, air lines and door hardware, and coordinate the repairs that need them.

- Vendor Repair Coordination: Get estimates from outside vendors, coordinate repairs (body, reefer, tire and mobile service) and issue POs.

- Purchase Order Creation: Create purchase orders for all parts and vendor repairs.

Qualifications and Required Skills

- 1–3 years' experience in trailer, trucking, transportation or equipment rental, in dispatch, service coordination or customer service. Technical or Mechanical background will be an asset.

- Working knowledge of trailer components and inspection standards (an asset)

- Experience with fleet, rental or maintenance software. Sycor experience is an asset

- Proficient in Microsoft Office, especially Word and Excel

- Robust organization and follow-up skills; able to juggle shop priorities against customer delivery deadlines

- Clear, professional communication with drivers, mechanics, vendors and customers

- Detail-oriented, with accurate documentation habits

- Comfortable working outdoors in the yard in all weather

- Valid driver's licence with a clean abstract

- "Can do" attitude and the ability to keep up with a fast-paced, growing company

- High School Diploma or equivalent required

Smartway does not use AI in any part of the recruitment process.

Smartway is an equal opportunity employer committed to providing an inclusive and accessible employment experience. In compliance with the Accessibility for Ontarians with Disabilities Act (AODA), accommodations are available upon request throughout the recruitment and selection process. If contacted for an interview, please advise us if accommodations are required.

📌 Operations Coordinator (Paris)
🏢 Smartway Trailer Rentals
📍 Paris