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Service Operations Coordinator

2 months ago

Ocala, Florida, United States Florida Detroit Diesel-Allison Full time

Florida Detroit Diesel Allison is seeking a Service Coordinator.

Position Overview

Reporting directly to the Service Manager, the selected candidate will oversee the comprehensive administration and orchestration of the service division. Key responsibilities encompass initiating and overseeing service, warranty, inter-company warranty requests, commissioning, sales, and paint assignments. The role includes monitoring material and labor expenses for all non-sales order service, paint, and billable tasks executed outside of production by any department within S&S; evaluating costs and preparing invoices upon job completion. Additionally, the coordinator will prepare monthly cost assessments for labor and materials (warranty and service) and act as a liaison with the finance department.


Key Responsibilities
  • Scrutinize daily timecards and input data into the system; submit for review and approval to the Group Leader or Service Manager; forward to payroll, highlighting overtime on billable and warranty tasks.
  • Allocate labor resources among various jobs; monitor dated orders and generate weekly tracking reports.
  • Oversee billing orders and track cost comparisons of margins (job cost versus invoiced amount).
  • Manage back orders and review job costing; submit job costing for closure approval, monitor pending orders requiring approvals, and finalize service jobs.
  • Review and allocate Work in Progress (WIP) on a monthly basis.
  • Create journal entries to allocate costs to the correct accounts for cross-border service jobs and Pcard transactions.
  • Maintain open purchase orders for ongoing jobs; track outstanding purchases not received on jobs, monitor for cancellations, parts added by production planning, external labor, and OTB purchases made by purchasing.
  • Ensure all sales files are complete with accurate 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.
  • Maintain comprehensive service history files and generate customer service detail summaries.
  • Confirm parts and labor rates, adjustments to approved warranty amounts upon job completion. Ensure all documentation is precise for auditing (Billable - Warranty).
  • Coordinate all aspects related to field service work for domestic and international travel, including vaccinations, reviewing SOS procedures, passport requirements, entry visas, invitation support documents, cash advances, and any requested Pcard limit increases.
  • Input materials into Bills of Materials (BOMs) for service jobs; prepare weekly summaries of open service orders.
  • Review daily field service reports – verify and balance labor and parts costs for field service, ensure required parts are ordered and/or dispatched to technicians in the field.
  • Monitor service vehicle usage by reviewing service truck sheets and sign-in/out sheets from security for service vehicles departing the yard.
  • Perform other duties as assigned and/or required to support the service department.