Coordinator - Service

Responsibilities

• Performs general secretarial duties including typing, filing, copying, telephone coverage, mail, greeting and assisting customers, and other clerical functions as assigned.
• Completes the coding of expense sheets, completes and processes outside purchase orders, and orders parts.
• Is responsible for completing Performa invoices and collecting COD invoices. Updates COD jobs daily to ensure all time, outside work, parts and shop supplies are applied. Obtains manager’s approval and files all documents.
• Codes time as either flat rate or time and materials. Codes and processes invoices for heavy fleet fuel bill for all branch locations. Tracks and maintains fuel usage for tax reporting data.
• Sets up time designated to specific jobs and the appropriate job number. Verifies all time is accounted for by checking labor recap; completes the payroll sheet and sends it with time cards to payroll.
• Tracks employees' vacation and personal leave days. Maintains petty cash and cash drawer, processing expense books when cash is paid.
• Updates service report records and manages office supplies. Reviews department expense accounts ensuring accuracy.
• Captures daily work ensuring that it is forwarded to the appropriate area (i.e. problem jobs are given to the service writer or team lead to approve).
• Maintains all DOT files and completes accident reports. Coordinates DOT re-certifications and submits them to State agency. Coordinates DOT drug screenings.
• Maintains the reputation of the department and division in terms of professionalism, courtesy, appearance, and customer service. Assists the shop service manager in preparing for staff meetings, budgets, and objectives.

Qualifications

• Knowledge, skills, and abilities typically acquired through a high school education or the equivalent.
• 1 to 3 years of general clerical experience or the equivalent, previous personnel and accounts receivables and payables experience desired.
• Excellent communication skills including verbal, non-verbal, written, and listening skills.
• Solid understanding of work area metrics that corresponds to departmental dashboard.
• Accepts responsibility for improving the results and metrics within their control.
• Understands the value of 6 Sigma in improving the workplace and is a good contributor when asked.
• Exhibits many basic problem solving skills within the scope of personal work area such as identifying problems, seeking other’s opinions, offering solutions, and following through.
• Offers solutions for improving the work place.
• Excellent computer skills, including experience using Word, Excel, and data base systems.
• An excellent knowledge of the product market with a strong knowledge of the product, as well as a strong respect for the Caterpillar influence.
• Strong multitasking abilities, detail-oriented, and self-motivated.