Operations & Project Assistant

Job Description

Job Description

Job Title: Operations & Project Assistant

Company: L & J Diesel Service
Location: Jacksonville, Fl
Employment Type: Full-Time

Job Title: Operations & Project Assistant

Department: Daily Operations & Sales Support

Position Type: Full-Time / Part-Time (Remote)

Reports To: Operations Manager / Owner

Job Summary

We are seeking a proactive, highly organized, and detail-oriented Operations & Project Assistant to support daily workflows across our diesel e-commerce business ( Dieselogic ) and our Turo car rental fleet .

In this role, you will serve as a vital multi-tasker handling customer interactions, reputation management, warranty/RMA intake support, order follow-ups, and daily Turo reservation coordination. The ideal candidate thrives in a structured, fast-paced environment, excels at following Standard Operating Procedures (SOPs), and possesses exceptional written communication skills.

Key Responsibilities

1. Dieselogic E-Commerce & Sales Operations

• Inbox & Customer Service Management: Monitor daily incoming communications across Podium, webchat, and email to deliver quick, professional, and clear responses.

• Reputation Management: Review daily customer feedback surveys, systematically identifying 8–10 ratings and issuing official Google Review invitations per company SOPs.

• RMA & Warranty Support: Guide customers through warranty claims, sending RMA forms, explaining testing requirements, and logging claim details in task management systems. 

• Order & Tracking Follow-ups: Check accounting, shipping, and order status updates to provide clear ETAs and resolutions for customers. 

• Technical & Compatibility Inquiries: Assist with basic product verification (fuel injectors, turbos, injection pumps) by gathering vehicle details (VIN/Year/Model) and referencing catalog fitment charts. 

2. Turo Fleet & Reservation Management

• Guest Communication: Provide prompt, hospitable responses to guest inquiries, pre-trip questions, and in-trip support via the Turo platform.

• Check-In & Check-Out Coordination: Dispatch automated check-in/out instructions, lockbox codes, parking details, and identity verification steps.

• Calendar & Booking Tracking: Keep track of upcoming trips, schedule changes, trip extensions, and vehicle availability calendars.

• Vehicle Maintenance & Prep Scheduling: Coordinate cleaning, refueling, and routine maintenance turnaround schedules between rentals to ensure vehicles are always trip-ready.

3. Executive & Administrative Support

• Daily Workflow Tracking: Set calendar reminders, manage pending follow-ups, and organize project management boards (e.g., Wrike, Google Workspace). 

• Internal Team Bridge: Draft accurate, concise internal notes between customer service, accounting, sales, and warehouse teams. 

Qualifications & Requirements

• Experience: 1–2+ years in customer service, e-commerce support, virtual assistance, or logistics coordination.

• Software Familiarity:
  
  
  • Messaging & CRM: Podium, Turo host platform, or similar customer communication hubs.

  • Task & Workspace Tools: Google Suite (Docs, Sheets, Drive), Wrike, or Slack/Teams.

• Communication Skills: Excellent written English with a professional, customer-first tone and strong attention to spelling/grammar. 

• Process-Driven: Ability to follow detailed SOPs strictly while identifying areas for operational improvement.

• Problem-Solving: Strong critical thinking skills when dealing with customer disputes, vehicle scheduling pinches, or technical inquiry routing.

• Auto/Diesel Knowledge (Bonus): Prior familiarity with automotive parts, car rentals, or mechanical terms is a plus, but coachability and willingness to learn are most important.