Service Coordinator

Job Summary

The Service Coordinator is responsible for assisting the shop with office duties as it pertains to the customers and shop employees.

• Opens work orders, checks for customer credit.
• Processes outside job purchases to the proper work order segment and applies the correct mark-up.
• Processes all work order corrections as instructed by the Shop Manager or Field Service Dispatcher.
• Maintains a work log and provides work in process report.
• Closes work orders.
• Processes invoice adjustments and corrections.
• Processes Instant Invoices for COD as needed.
• Processes invoices to CAT Commercial Account as instructed.
• Captures and/or confirms required warranty information necessary for claim submission such as delivery date, SIMS, hours, and service stories.
• Synchronizes invoices for payment and processes invoices to accounting department.
• Gathers and/or confirms required warranty information necessary for claim submission such as delivery date, SIMS, hours, and service stories.
• Coordinates shop purchases according to the department needs.
• Maintains a Purchase Order log and tracks outside invoice status.
• Reconciles invoices for payment and processes invoices to accounting department.
• Ensures all documents are present and coordinates delivery of claim file to the Warranty Writer.
• Receives incoming customer calls as needed.
• Answers customer inquiries and directs customers to the appropriate service personnel.
• Captures and/or confirms required warranty information necessary for claim submission such as delivery date, SIMS, hours, and service stories.
• Synchronizes invoices for payment and processes invoices to accounting department.
• Coordinates technician training expense needs such as hotel and meal funds.
• Maintains fuel, Freon and oil logs and processes sales to work orders.
• Initiates inspection log for Rent, Demo or Used Equipment on the CAT Used website.
• Uploads completed inspection data to the website and ensures all appropriate data is included.
• Maintains the PDA hardware to support this effort.
• Service Coordinator will perform other miscellaneous duties as directed by the Product Support Manager.
• Running SIMS machine reports for company service and sales employees.
• Process simple parts orders as needed.
• Answer incoming branch phone calls and serve as a backup to the Receptionist.

Requirements

• A high school diploma or equivalent.
• An associate's degree preferred.
• 3-5 years heavy equipment experience.
• Knowledge of Microsoft applications.
• Basic math skills.
• Professional phone and personal communication.
• Data entry experience.

Physical Requirements

• While performing the duties of this job, the employee is regularly required to talk or hear.
• The employee frequently is required to sit for long periods, stand, walk, bend and stoop to perform the essential functions of this job.
• Occasionally lift and/or move up to 20 pounds.