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Service Operations Coordinator

2 months ago

Ocala Florida, United States Florida Detroit Diesel Allison Full time
Job Summary

Florida Detroit Diesel Allison is seeking a highly skilled Service Coordinator to join our team. As a Service Coordinator, you will play a critical role in the administration and coordination of our service department.

Key Responsibilities
  • Service Administration: Manage the general administration of the service department, including opening and managing service, warranty, and inter-company warranty requests.
  • Cost Management: Monitor material and labor costs of all non-sales order service, paint, and billable jobs done outside of production by any department within S&S; review costs and prepare invoices upon completion of work.
  • Reporting and Analysis: Prepare monthly cost analysis for labor and materials (warranty and service) and review daily timecards and input into the system.
  • Labor Allocation: Assign labor allocation between jobs and monitor dated orders and create weekly tracking reports.
  • Billing and Invoicing: Manage billing orders and track the cost comparison of margins (job cost vs. invoiced amount).
  • Job Costing: Manage back orders and review job costing; submit job costing for approval to close and monitor outstanding orders that require approvals.
  • Work in Progress (WIP): Review and allocate WIP monthly and create journal entries to allocate costs to the appropriate accounts for cross-border service jobs and Pcard purchases.
  • Documentation and Compliance: Ensure all sale files contain correct documentation, including purchase orders, shipping documents, quotes, job costing, customer signed change orders, and any additional documentation (SOX compliance documents including signed warranty approvals and customer acceptances) for service.
  • Customer Service: Maintain complete service history files and create customer service detail summaries.
  • Field Service Coordination: Coordinate all facets relating to field service work for domestic and international travel, including vaccinations, review SOS procedures, passport requirements, entry visas, invitation support documents, cash advances, and any requested Pcard limit increases.
  • Materials and Inventory: Enter materials into Bills of Materials (BOMs) for service jobs and prepare weekly summary of open service orders.
  • Service Vehicle Management: Monitor service vehicle usage, reviewing service truck sheets and sign-in/out sheets from security for service vehicles leaving the yard.
Requirements
  • Education: High School Diploma or General Education Degree (GED) and five to seven years related experience required. Associates or Bachelor's degree strongly preferred.
  • Skills and Abilities: Ability to perform work accurately and thoroughly, ability to organize and direct a project to completion, ability to effectively build relationships with customers and co-workers, and ability to communicate in writing clearly and concisely.
  • Computer Skills: Proficient in Microsoft Office applications (Word, Excel, Outlook). Prior experience with JD Edwards / Oracle service system preferred.